Team Administrative Coordinator

Team Administrative Coordinator

We are hiring a Team Administrative Coordinator to join a top entertainment company in Orlando, FL. This freelance position will run until end of 2026 with potential to extend and will be hybrid in their Celebration office (Monday – Thursday onsite, Friday remote)

• Pay Rate: $26.50/HR

Responsibilities:

• Manage calendars, schedule meetings, and coordinate complex team and leadership schedules.
• Prepare and process expense reports, purchase requests, and other administrative documentation.
• Organize team meetings, and department events, including agendas, meeting materials, and follow-up notes.
• Maintain department records, distribution lists, organizational charts, and resource documentation.
• Track and manage vendor documentation for multiple productions, working closely with Strategic Sourcing to ensure compliance.
• Support creative and production teams with project setup, scheduling, milestone tracking, and workflow coordination.
• Assist with production logistics, including shoot schedules, call sheets, location coordination, and production documentation.
• Track project timelines, approvals, and key deliverables across multiple concurrent assignments.
• Coordinate reviews, presentations, creative approvals, and stakeholder feedback sessions.
• Support vendor onboarding, contracts, purchase orders, invoicing, and production-related administrative processes.
• Assist with budget tracking, invoice processing, and financial reconciliation activities.
• Monitor spending against approved budgets and maintain project tracking reports.
• Support procurement and vendor management processes in partnership with finance and sourcing teams.
• Coordinate onboarding activities for new hires, freelancers, and contractors.
• Help maintain team calendars, production schedules, and resource planning tools.
• Facilitate collaboration across creative, production, account management, strategy, and business partner teams.

Required Qualifications:

• 3+ years of administrative, coordinator, project support, or production support experience.
• Experience supporting creative, production, marketing, agency, entertainment, or media organizations preferred.
• Strong proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and collaboration platforms.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.