Logistics Administrator

Talent Systems is seeking an Operations Coordinator to serve as an operational backbone for the Leadership Team and the company's Los Angeles headquarters at 1041 N. Formosa Ave. This is a high-visibility, in-person role reporting directly to the Chief Operating Officer. While this person formally reports to the COO, they will provide day-to-day support to seven members of the Leadership Team — keeping travel running smoothly, the office functioning well, and key logistical and research needs handled with speed and care.This is a role for someone who thrives in a fast-moving environment, takes ownership without being asked, and can shift from booking a complex multi-city trip one hour to sourcing vendors for an office project the next. The right person is organized without being rigid, resourceful, and genuinely energized by making things work behind the scenes.Leadership Team SupportProvide operational and administrative support to seven members of the Leadership Team, serving as a central resource for scheduling assistance, logistics, and coordinationManage complex calendar coordination on behalf of leaders with high scheduling demands — not owning calendars, but actively managing scheduling conflicts, meeting logistics, and follow-throughCoordinate and manage business travel for Leadership Team members — domestic and international — including flights, hotels, ground transportation, visa requirements, and itinerariesCoordinate visitor and guest logistics for the LA office, including scheduling, badging, and on-site receptionAssist with preparation materials for internal meetings and offsites, including logistics, venue coordination, and materialsOffice & Facilities Management — Los AngelesServe as the primary point of contact for all day-to-day facilities needs at the Formosa Ave office, including vendor management, maintenance requests, supply ordering, and space coordinationOwn and maintain the office operations manual, keeping it current as processes and personnel evolveManage the office's visitor access system (GateWorks), including training staff and handling visitor/badge requestsCoordinate building maintenance and improvement projects with the property management team and third-party vendors, tracking punch lists and open items to resolutionManage relationships with office service vendors — catering, supplies, shredding, Iron Mountain, etc. — ensuring quality and timely serviceOversee office supplies, kitchen inventory, and general upkeep, including coordinating regular grocery runs and fresh supply restockingManage badge access for new hires, departures, and visiting staff; coordinate with IT for the facilities phone/Zoom number used for gate and building access emergenciesCoordinate storage, swag inventory, and office organization, including allocation of shared space and suppliesServe as the primary owner of the facilities@talentsystems.com email and associated vendor/lot management accounts (Commercial Cafe, GateWorks, etc.)Liaise with building management on signage, construction timelines, shared amenities, and lease-related facilities mattersCoordinate office photos, artwork placement, and general aesthetics with relevant teams when neededFormosa Casting Studio SupportProvide occasional operational support for Formosa Casting Studio (FCS) as requested by the COO — including coordinating logistics for studio-related meetings, visits, and operational needsThis is a supporting, not a leading, function; FCS operational ownership sits elsewhereResearch & Administrative ProjectsConduct vendor research and manage the RFP process for facilities, office, and operational service needsSupport competitive research and light industry analysis as requested by Leadership Team membersTake on special projects as assigned — which may range from event coordination to process documentation to sourcing and procurementAssist with preparation and follow-through on Leadership Team priorities as needed3–5 years of experience in an operations coordinator, executive assistant, office manager, or similar role that combined administrative support with operational responsibilityDemonstrated experience supporting multiple senior stakeholders simultaneouslyExperience coordinating complex domestic and international travel itinerariesStrong project management instincts — you track open items, follow through without reminders, and keep things from falling through the cracksExcellent written and verbal communication; comfortable interacting with C-suite executives and external partnersHigh proficiency with Google Workspace (Calendar, Docs, Sheets, Gmail); familiarity with Slack and project management tools a plusAbility to handle sensitive and confidential information with discretionA proactive, solutions-oriented mindset — you identify problems before they become firesComfort operating in ambiguity and adapting to shifting priorities in a fast-growing company───────────────────────────────────────Nice to HaveExperience in entertainment, media, or a creative industryPrior experience working in or supporting a studio, production, or content environmentExposure to office build-outs, relocations, or facilities management from scratchFamiliarity with access control systems, vendor contracting, or office management tools