Admin Coordinator (Night Shift)

WHAT WE DO

The Heart of the Dawn Games Administration team is a dynamic and structured team committed to ensuring the Studio operates efficiently daily.

We support the Company’s goals and values, demonstrating them in all work activities and interactions.

We are focused, and we anticipate the needs of the Studio, providing positive and efficient support to the Studio and our visitors.

RESPONSIBILITIES

Provide administrative support to the Studio and Managers, Human Resource, Workplace Services and senior management as required.

Coordinate business travel, hospitality, and transport arrangements, including airport pick-up and drop-off services for business travelers and those working late-night hours at the studio.

Serve as first point of contact for transportation-related assistance, maintaining tracking records and ensuring adherence to company transport policies and government regulations.

Coordinate with travel and accommodation service providers, maintaining relationships and updating travel calendar and records.

Welcome visitors, provide tours, and maintain administration processes, including visitor, studio access, and Non- Disclosure Agreements.

Maintain and organize files, records, and provide accounts payable support, including expense reports, purchase orders and invoices.

Support internal events, employee activities, and projects, providing coverage for Admin team responsibilities as needed.

Handle incoming calls, track/order meal planning, coordinate office library, and perform other administrative tasks as required.

REQUIREMENTS

5+ years of shown ability in an Admin Coordinator role.

High proficiency on Microsoft Office 360 Applications, including Outlook, Excel, Word and PowerPoint.

Proficient in responding to urgent requests, demonstrating flexibility, and adhering to deadlines, as well as willingness to work provide out of hours coverage as needed.

Proximity to the office is required.

Highly self-motivated and proactive, with ability to work both with minimal supervision and as part of a team environment.

Proficient in working quickly and efficiently in a dynamic environment, remaining composed and professional.

Excellent interpersonal skills and attention to detail, with experience in booking corporate travel.

Strong emphasis on customer service with the ability to handle expectations appropriately.

PLUSES

Please note that these are desirable skills and are not required to apply for the position.

Experience in the Creative Industries including video games, film, television and music.

Experience working as a Personal/Executive Assistant, liaising with all levels of a business.

Proficient in using JD Edwards (JDE) systems, office management systems and procedures.