Business Admin & Operations Assistant

Philly Photo & Philm, a media company specializing in photography, video production, broadcast/live streaming, aerial photo/video, and photo booth services for events, sports, schools, and marketing in the greater Philadelphia area.We are looking for someone who enjoys being the reliable backbone of a fast-moving operation.

Position Summary:

The Operations & Administration Coordinator is responsible for customer service, office organization, scheduling, contracts, invoicing, AR/AP support, delivery coordination, and internal operations for our studio. You’ll support a creative team, communicate with clients, and keep the business running smoothly day-to-day.This role is ideal for someone who is dependable, detail-oriented, and comfortable taking ownership of administrative responsibilities. The right candidate communicates well, supports leadership respectfully, and works as a trusted teammate.

Key Responsibilities:

Administrative Support:

- Manage schedules, handle correspondence, organize files, and prepare reports.

- Organize office systems, digital files, and workflows

- Maintain filing systems, contact databases, employee lists, and inventory.

- Maintain positive client relationships and act as a liaison between the company and clients to ensure project success.

- Draft and edit documents, reports, and presentations.

- Prepare and send contracts, invoices, and paperwork

- Provide general administrative support to the team.

- Collaborate with the team to ensure accurate and timely delivery of images to customers. (maintain calendar of delivery deadlines and ensure compliance)

- Conduct basic research and ensure compliance with our contracts.

- Assist with proposals, bids, and other business opportunities.

- Provide clear, friendly, and professional service

HR Support:

- Assist with HR paperwork and employee/candidate file management

- Manage timesheets and payroll.

Operational Support:

- Assist with customer inquiries, providing excellent customer service, and addressing any concerns or issues in a timely manner.

- Assist photographers on large projects during production.

What We’re Looking For:

- Strong communication and writing skills

- Highly organized and detail-focused

- Reliable, professional, and consistent

- Comfortable managing multiple tasks at once

- Tech-savvy and quick to learn new systems

- Customer-service oriented

- Strong sense of loyalty, respect, and teamwork

- Ability to support leadership and understand directionarticulated

- Positive, solutions-focused attitude

Preferred Experience:

- Administrative assistant, office coordinator, or customer service background

- Experience with scheduling, billing, or HR support

- Experience in media, photography, events, schools, or sports is a plus

- Google Workspace, ZOHO tools, invoicing platforms, or similar

Compensation & Schedule:

- $19.24–$28.73 per hour, depending on experience

- 20 to 40 hours per week

- Flexible scheduling, some seasonal increases

- Opportunity for growth as the company expands

Work Culture:We are looking for someone who brings maturity, professionalism, and loyalty. Someone who works with the owner and team respectfully and productively. We value people who solve problems, communicate clearly, and take pride in their work. If you enjoy being the dependable center of a busy, creative environment, you’ll thrive here.

Job Types: Full-time, Part-time

Pay: $19.24 - $28.73 per hour

Benefits:

- Flexible schedule

Application Question(s):

- The position may require schedule adjustments to meet the needs of the business, especially during the busy season. Are you willing to adjust with the schedule as needed?

Experience:

- Organizational skills: 3 years (Required)

- Photography: 3 years (Preferred)

- Customer relationship management: 3 years (Required)

- Zoho Platform: 2 years (Preferred)

- Payroll: 2 years (Preferred)

License/Certification:

- Driver's License and OWN reliable transportation (Required)

Willingness to travel:

- 25% (Preferred)

Work Location: In person