Picture Motion 

Operations Manager

Full Time Employment

Location: New York City

Base Salary: $50 - 60k

Reporting to: COO, Picture Motion

 

Job Description

Picture Motion, award-winning social impact agency for film and entertainment, is looking for someone who is ready to take on fast-paced, dynamic and incredibly rewarding work with the world’s best storytellers. If you are someone who believes that film and tv, when paired with the right campaign, can truly create change, then we want you. We are looking for an organized, process driven Operations Manager with a passion for entertainment and impact. 

We are an innovative small team with new projects coming in weekly, the Operations Manager will help keep things running and improve the company’s efficiency and will report directly to the COO. Aside from operational tasks and projects, the Operations Manager will also have the opportunity to foster and grow company culture by making connections with partner organizations and staying attuned to the unique needs of the PicMo team. Picture Motion is a social-impact agency and we are passionate about creating impact in the work that we do and in the way that we do it. The Operations Manager will be integral in ensuring that our company culture reflects our mission. This may look like managing employee culture experiences and programming that are benefitting underrepresented groups and ensuring we are regularly incorporating DE&I initiatives into our workspace. Additionally, the position will assist in the management of company personnel as it relates to business operations, staffing, policies, business administration, as well as company budgeting.

The ideal candidate is proactive, an excellent multitasker, a critical thinker, and a champion for impact. You must be committed to social justice while understanding how to work within larger institutions. Responsibilities include but are not limited to:

ROLES AND RESPONSIBILITIES: 

Operations Management 

    • Update and maintain internal operational processes, policies, company administration and campaign closeouts
      • Monitor adherence and report results of policies, regulations and procedures.
      • Track campaign close-out tasks and send reminders to the team and work with Marketing manager to ensure case studies are updated for business development
      • Update company documentation, e.g. company policies, memos, brand guide, company handbook, HR Policies in collaboration with the COO
      • Coordinate internal processes and policies such as training sessions, mandatory meetings, labor laws etc
      • Lead weekly internal operations meetings and prepare weekly agenda. 
      • Facilitate post campaign retrospectives 
      • Support drafting of SOWs, MSA, or freelancer contracts using existing templates when necessary
    • Staff Performance, Utilization, & Hiring Support 
      • On-board new employees and off-board exiting employees
      • Provide admin support to the COO for bi-annual performance reviews
      • Prep and create the agenda for utilization meetings and take notes with next steps to disseminate to department heads or project leads
      • Lead the implementation of adding and removing staff from of our time-tracking and forecasting software - Harvest and Forecast
      • Run monthly utilization reports through Harvest and send to the leadership team to calculate and monitor burn rate
      • Assist with company staffing/hiring 
  • Finance Support
    • Support COO and Project managers with filing and sending freelance and vendor invoices to the finance department
    • Troubleshoot and credit card discrepancies or issues if they arise
    • Update the finance team on changes in operations, culture or special project budgets
    • Make purchases on behalf of the company when requested

 

Office Management

  • Office / Remote Work Support
    • Support company remote work and planning for any physical office or remote work space changes or staff needs in collaboration with the COO 
      • Point of contact for PicMo staff regarding all office or remote work admin
      • Plan purchase of supplies and tech with COO approval
      • Maintain stock and organize supply of tools and technologies 
      • Create opportunities for co-working memberships or research options for staff and facilitate that support
      • Manage the company mailbox / P.O. box 
      • Support the company’s IT needs and set up in collaboration with the COO (e.g. software, hardware, VPN, internet bandwidth)
      • Create budgets to support office needs (sign off from COO)
      • Submit employee monthly expense reports to finance 

Staff & Vendor Communication 

  • Serve as the PicMo point of contact for: 
    • Staff members in the case of general questions, concerns or comments for the leadership team to ensure a constant feedback loop
    • Contractors (e.g. Our IT vendor, Go Squared Away support)
    • Company online applications or services
  • Draft internal company emails, memos, presentations, and Slack announcements in regard to operation related updates in collaboration with COO and CEO
    • Facilitate company-wide weekly meetings and keep the weekly agenda up to date.
  • Send out internal company reminders via emails/slacks: 
    • Keep the office updated on events, changes, holidays, and other updates
    • Streamline processes by circulating updates with the team
    • Send reminders on expense reporting, upcoming PTO, new/updated memos, and available benefits. 

Company Culture, Employee Experience & DEI

  • Lead the scheduling of Lunch & Learns (education opportunities, campaign presentations, culture presentations)
    • Update the company calendar, including adding upcoming opportunities and events, company wide PTO, PicMo anniversaries
    • Assist in facilitation and organization of DE&I initiatives
  • Plan company culture activities around holidays, days of awareness, and special occasions (with support from COO, CEO)
  • Schedule and maintain PicMo Events, Culture and Holiday calendar.
  • Kickoff and lead remote or in person PicMo Events or company culture activities
  • Plan, project manage, and facilitate annual company off-sites, internal company parties, and holiday meet-ups
  • Manage hotel and flight/travel booking for PicMo employee travel to main marketing events or culture/operational events. Manage travel prep and coordinate with lodging for any additional needs.
  • Manage Employee/Company Gifts, Company Swag orders, Gifts for Clients, etc 
    • Build and manage internal budget for Culture
    • Maintain a staff birthday and anniversary calendar
    • Purchase and send staff gifts
    • Track company culture budget

Qualifications 

  • 2-3+ years experience
  • Experience working with cross-functional teams
  • Experience working within a smaller company and/or organization, agency experience also a plus
  • Experience in impact or social-justice work personally or professionally
  • Must be able to attend (digital and/or in-person when deemed safe) screenings and events happening after work and on weekends when applicable
  • You will be working with a lot of different personalities and working styles, a sense of humor and being fun to work with is a big plus
  • Must believe in the power of story to create social change

Skills

  • Strong communication, facilitation, and efficiency skills
  • Must be trustworthy and able to remain private and professional in confidential situations
  • Must be extremely organized, level-headed, and process driven

Benefits & Additional Information

  • Evening and weekend will be required on an as-needed basis
  • 10 days paid time off (plus one day for every year with the company)
  • Approximately 11 additional paid holidays per year
  • 2 civic engagement days per year
  • Unlimited mental and physical health days
  • Two week leave policy
  • Parental leave policies
  • 100% coverage available for medical, dental, vision, & life insurance benefits
  • Flexible work location options
  • Remote work policy that includes an external workplace stipend 
  • 401(k)
  • Internal company culture initiatives 
  • Optional commuter benefits (NYC)
  • Mental wellness program
  • Full List of Benefits Here

Picture Motion is dedicated to equity, diversity, and inclusion. While we have outlined ideal candidates, we are open to a range of diverse experiences and past careers and will provide mentorship, training, and leadership programs. Our team consists of folks with many different lifestyles and backgrounds. We are an equal opportunity employer and encourage all - regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, family, or Veteran status - to apply.

 

About Picture Motion

Mission: Support storytellers in their mission to create social and cultural impact. 

About: At PicMo we believe that films can change the world, and we work hard to make sure they do. We’re an award-winning impact agency for film and media. We work with filmmakers, studios, and networks to amplify awareness, create conversations, and drive engagement, all with the goal of expanding and activating audiences.

With team members across the country, we provide unmatched industry experience, services and access. This powerful combination allows us to effectively handle all aspects of an impact campaign, from strategy & planning to project management and implementation. Tactics can include impact strategy, partnership development, grassroots screening tours, impact events and online engagement. 

Recent Work: https://picturemotion.com/work 

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