Media & Archive Services Coordinator

General Summary

The Media & Archive Services Coordinator is responsible for facilitating collaboration among the media services, archives, and data & render wrangling teams including organizing cross-team meetings, maintaining clear documentation, tracking deadlines and technical specifications, and ensuring effective communication to support smooth and efficient workflows. This role also oversees the intake, monitoring, and triage of service and review requests, and provides support for internal and external events as needed.

Job Functions

• Coordinate incoming media deliveries, verify media specifications, and schedule quality control reviews.

• Schedule and facilitate meetings including preparing agendas, taking detailed notes, and tracking action items through completion.

• Monitor project management tools to ensure deadlines, milestones, and key project information remain accurate and up to date.

• Assist with the planning and execution of in-studio events including preparing logistics and generating Zoom links.

• Maintain departmental documentation by identifying gaps or outdated content; collaborate with subject-matter experts to update materials and distribute training resources as needed.

• Collaborate with production to keep dailies schedules current and communicate room changes promptly.

• Partner with cross-functional teams to coordinate and notify stakeholders of upcoming events, exhibitions, media sends, and deliveries.

• Liaise with photo and video teams to track upcoming marketing shoots and support the archives team in planning associated asset requests.

• Manage procurement of materials, equipment, and software; anticipate supply needs and track purchases to ensure availability.

• Arrange team activities and handle travel accommodations as required.

Qualifications

• 0-2 years’ experience in live action or animation production, digital marketing, or administrative support.

• Familiarity with project management tools; experience with Confluence, Airtable, digital asset management systems (e.g. Iconik, Frame.io), ShotGrid, and/or Adobe Suite, a plus.

• Strong problem-solving skills and the ability to support multiple simultaneous projects.

• Detail-oriented with proven time management and organizational skills.

• Solid understanding of feature film production workflows.

• Highly collaborative and able to manage tight deadlines from multiple sources.

• Able to communicate professionally, in both a technical and artistic manner with all employees including studio leadership and VIP guests.

Location

On-site in Hillsboro, OR, and eligible for hybrid work.

Salary

Salary is commensurate with skills and experience.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this job, the employee is required to walk; stand; sit; use hands to operate standard office equipment; reach with hands and arms; balance; stoop; talk or hear both in person and by telephone. The employee must lift and/or move up to 15 pounds. Vision abilities include close vision, distance vision, and the ability to adjust focus.

• Work environment: While performing the duties of this job, the employee works under typical office conditions and is exposed to variable indoor temperatures.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Please review our EMPLOYMENT DISCLAIMER and MATERIALS SUBMISSION AGREEMENT.