What are the responsibilities and job description for the Office Manager position at Synapse Virtual Production?
Job Title: Office Manager
Location: LA
Company: Synapse Virtual Production
Range: $70,000 - $80,000
About Synapse
Synapse Virtual Production is a pioneer in virtual production (VP) content creation, facility development, education, consulting, and stage rental. By leveraging AI, game engine software, cutting-edge hardware, and novel workflows, Synapse is reinventing how premium content and experiences are made. Its award-winning team of veteran filmmakers, technologists, and immersive experts enable studios, networks, agencies, and production companies to create groundbreaking content with unparalleled efficiency. Synapse offers VP volume stage rental at its downtown Los Angeles headquarters and through the expanding global network of Synapse Certified™ stages. Additionally, Synapse collaborates with universities and studios on VP facility design, R&D, and education initiatives to ensure a sustainable talent pipeline for the industry and jobs for the VP workforce of tomorrow. More information at
Position Overview
We are seeking a proactive Office Manager to oversee the day-to-day office operations in our LA studio. You will support various departments and ensure the smooth functioning of administrative duties. This position has a dual role of overseeing our office facilities and supporting the production studio with scheduling and logistics. This is a highly dynamic role that will make contributions to our entire team by using strong organizational, communication, and critical thinking skills.
Key Responsibilities
Oversee Daily Office Operations: Manage the day-to-day activities of the office, including staff support, client service, and office maintenance. Coordinate and manage schedules for studio usage, equipment, and personnel, ensuring smooth operations during productions.
Client and Visitor Management: Serve as the primary point of contact for clients and visitors, ensuring a welcoming environment. Coordinate meetings, appointments, and ensure hospitality is provided.
Staff Support and Coordination: Assist employees with administrative needs, including supplies, tech support coordination, onboarding, and workspace organization to support a productive environment for all staff members.
Calendar Management & File Organization: Maintain and coordinate staff and executive calendars, including meetings, appointments, and office-wide events. Manage bookings for conference rooms and ensure they are prepared for meetings. Optimize the organization of our Google Drive and folder structure to ensure efficient access and retrieval of documents.
Office Environment/Vendor and Supply Management: Ensure the office remains clean and a pleasant place to work. Manage relationships with office vendors (cleaning services, office supplies, catering, etc.), ensure timely procurement of necessary supplies, and handle vendor contracts and negotiations. Identify opportunities to improve office processes and workflows to increase efficiency. Implement new office policies and procedures when necessary.
Event Planning Support: Coordinate internal and external company events, team-building activities, and client meetings, ensuring all logistics (catering, setup, space preparation) are properly managed.
Budget Management and Reporting
Assist in managing the office budget, track office expenditures, and provide reports on spending and budget forecasting. Help ensure cost-effective practices in office management.
SKILLS QUALIFICATIONS
The Ideal Candidate Will Have The Following
Location: LA
Company: Synapse Virtual Production
Range: $70,000 - $80,000
About Synapse
Synapse Virtual Production is a pioneer in virtual production (VP) content creation, facility development, education, consulting, and stage rental. By leveraging AI, game engine software, cutting-edge hardware, and novel workflows, Synapse is reinventing how premium content and experiences are made. Its award-winning team of veteran filmmakers, technologists, and immersive experts enable studios, networks, agencies, and production companies to create groundbreaking content with unparalleled efficiency. Synapse offers VP volume stage rental at its downtown Los Angeles headquarters and through the expanding global network of Synapse Certified™ stages. Additionally, Synapse collaborates with universities and studios on VP facility design, R&D, and education initiatives to ensure a sustainable talent pipeline for the industry and jobs for the VP workforce of tomorrow. More information at
Position Overview
We are seeking a proactive Office Manager to oversee the day-to-day office operations in our LA studio. You will support various departments and ensure the smooth functioning of administrative duties. This position has a dual role of overseeing our office facilities and supporting the production studio with scheduling and logistics. This is a highly dynamic role that will make contributions to our entire team by using strong organizational, communication, and critical thinking skills.
Key Responsibilities
Oversee Daily Office Operations: Manage the day-to-day activities of the office, including staff support, client service, and office maintenance. Coordinate and manage schedules for studio usage, equipment, and personnel, ensuring smooth operations during productions.
Client and Visitor Management: Serve as the primary point of contact for clients and visitors, ensuring a welcoming environment. Coordinate meetings, appointments, and ensure hospitality is provided.
Staff Support and Coordination: Assist employees with administrative needs, including supplies, tech support coordination, onboarding, and workspace organization to support a productive environment for all staff members.
Calendar Management & File Organization: Maintain and coordinate staff and executive calendars, including meetings, appointments, and office-wide events. Manage bookings for conference rooms and ensure they are prepared for meetings. Optimize the organization of our Google Drive and folder structure to ensure efficient access and retrieval of documents.
Office Environment/Vendor and Supply Management: Ensure the office remains clean and a pleasant place to work. Manage relationships with office vendors (cleaning services, office supplies, catering, etc.), ensure timely procurement of necessary supplies, and handle vendor contracts and negotiations. Identify opportunities to improve office processes and workflows to increase efficiency. Implement new office policies and procedures when necessary.
Event Planning Support: Coordinate internal and external company events, team-building activities, and client meetings, ensuring all logistics (catering, setup, space preparation) are properly managed.
Budget Management and Reporting
Assist in managing the office budget, track office expenditures, and provide reports on spending and budget forecasting. Help ensure cost-effective practices in office management.
SKILLS QUALIFICATIONS
The Ideal Candidate Will Have The Following
- 3 years of executive/operations assistant experience.
- Demonstrated experience in real estate/facility management within a production environment is preferred.
- Effective communication and interpersonal skills; able to establish trust and rapport with all levels of staff and diverse stakeholders.
- Process focused but comfortable with ambiguity and able to work with minimal oversight–extremely detail oriented.
- Passion for or interest in the production industry, PA experience is a plus.
- Highly detail-oriented, organized, discreet and sensitive to private information.
- Excellent writing and verbal communication skills.
- Ability to juggle multiple projects at once and work across geographically-dispersed teams.
- Quick to learn new procedures and eagerness to add new tasks and skills.
- Able to work out of our Downtown LA office 5 days per week.
Salary : $70,000 - $80,000
