We are seeking a confident, organised, and capable Administrative Coordinator to join our fast-paced Creative studio in London. This role offers an excellent opportunity to gain insight into the inner workings of our studio while developing your communication, organisation, and problem-solving skills. You will be instrumental in the smooth operation of our London studio, contributing to a wide range of tasks to support the team.

Reporting directly to the Executive Director, you will collaborate closely with all members of the London team and frequently communicate with our LA-based colleagues.

About us

Powster is a digital creative studio based in both London and Los Angeles. We specialize in creating world-class movie platforms, interactive digital experiences and marketing campaigns for major movie studios, broadcasters, music artists, brands and streamers. Our work ranges from industry leading movie showtimes platforms, high-concept websites to immersive AR experiences and cutting-edge interactive activations.

We like to think that anything is possible, and if we haven’t done it before, we’ll pull together, work it out and make it happen. Our best work has won FWAs, Webbys, Clios and Awwwards - you can find out more on our website, Instagram and Behance.

Powster is part of Vista Group International, the leading company in cinema management software and digital solutions for big cinema chains.

Role & Responsibilities:

Office Management:

Supplies & Inventory: Manage office supplies, track inventory, and procure necessary items for the London office.
Daily Administration: Handle day-to-day administrative tasks including digital filing, organisation, answering calls, and responding to emails.
Record Keeping: Maintain organised records, monitor trackers, and stay on top of upcoming facility requirements.
Budgeting: Manage various operational budgets to support the Studio Exec. Director in the effective running of the London office.
Scheduling: Organise meetings and appointments as requested

Communication:

Internal: Keep the Powster team informed of company news and updates, liaise with team members regarding office and team needs, and escalate facility issues to the Studio Exec. Director as required.
External: Prepare and distribute correspondence, communicate with vendors and contractors as needed, and receive and forward communications to appropriate staff and departments.

P&C Support:

Training & Hiring: Assist with hiring and training schedules for new staff in collaboration with P&C, and coordinate staff and team requirements for onboarding and offboarding.

Financial Collaboration:

Finance: Collaborate with Vista Group finance to process invoices, make payments, track receipts, and log business expenses.

Compliance:

Health & Safety: Ensure adherence to facility Health & Safety requirements and regulations
Policies & Procedures: Maintain and develop processes to enhance efficiency and help ensure all company policies are being followed.

General Support:

Staff Assistance: Provide assistance to staff, managers, and senior-level team members for a variety of needs, from meetings, to travel arrangements and social events.

Sales Assistance:

Provide support to the Sales team, including campaign tracking, end-of-month invoicing, and other finance-related tasks as required.

Requirements

At least 2 - 3 years experience in a similar or administrative based role
A bright and effective communicator
Reliable, outgoing, confident personality
Self-driven with a readiness to learn on the job
Excellent organisation skills
Supportive team player
Meticulous attention to detail
Excellent written and oral communication skills (able to communicate with clients and suppliers via email and potentially over the phone).
Able to work effectively and efficiently under own initiative as well as collaboratively as part of the team
A passion for movies and innovation a bonus but not essential

Benefits

The best work can only be done in the best of environments. We encourage close collaboration and celebrate every team member’s ideas and interests. Our culture emphasises kindness and a balanced work-life setup, ensuring everyone feels supported.

Hybrid work policy, our in office days are Tuesday & Thursday
Private Medical Insurance*
Enhanced maternity and paternity packages
An additional volunteer day to support causes you care about
Pension scheme
Birthday treats
Cycle loan, Travel loan schemes
Bike storage
Free Gym access onsite
Exclusive movie screenings
Picturehouse Cinema membership
Flexible workplace culture
Access to a number of discounts and offers from well-known retailers
Company of our office dogs! (Roy & Lily)
Kindness policy and attention to your wellbeing

To keep our culture of collaboration strong, this role requires you to come into the office in Hackney Wick on Tuesdays & Thursdays.

To be considered for this role, candidates must be eligible to live and work in the UK.

Whilst every effort is made to contact everyone who applies, due to a high number of applications we are unable to give individual feedback to those who are unsuccessful.

Powster is committed to being an equal opportunities employer and cultivating an inclusive and diverse culture where every team member is valued, where our differences are celebrated and where all voices are heard.