Operations & Production Coordinator

Recreation (rec.agency) | Full-time | San Francisco | Reports to the Founder Founder's right hand. A wide role with real ownership from day one, and a real education in how a creative agency actually runs. The Opportunity At Recreation, we build Brands for Life. For more than a decade we've helped MedTech and healthcare innovators, from global names like Medtronic and J&J to emerging startups, find their voice through strategy, design, and storytelling. We're a small, senior team that runs on balance: creativity and strategy, speed and precision, innovation and humanity. We work out of San Francisco and London. We're looking for a smart, motivated, energetic, early-career person to be the operational engine of our agency and the founder's right hand. You'll keep the place running, help produce our video shoots, keep an eye on billable costs, and take a lot off the founder's plate. This is a rare seat: you'll get exposure to every part of how a creative agency works and a clear path to grow into more. We'll train you on everything it takes to run an agency well — this is the opportunity to learn the business from the inside, not just support it. This isn't an internship — there's real training along the way, but we need an incredibly smart, motivated self-starter: someone who takes a minimal brief, owns it, and runs with it rather than waiting to be told what to do. If you're relentlessly organized, quick to learn, calm when things get busy, and you want to grab a real opportunity and prove yourself in the business of creative work, read on. What you'll do Be the founder's right hand Own the founder's calendar, travel, and day-to-day scheduling Sit in on meetings, take clean notes, and report back the signal so nothing gets lost Prep agendas and materials, then chase the follow-ups until they're done Protect the founder's time with good judgment Run the office and operations Keep the day-to-day machinery of the agency humming: vendors, supplies, subscriptions, tools, facilities Own the software stack and flag anything we're paying for and not using Keep shared drives, files, and SOPs organized so the team moves fast Help manage freelancers and vendors: contracts, W9s, NDAs, certificates of insurance, onboarding Help produce video shoots Coordinate our productions alongside the founder: budgets, scheduling, crew, gear, and locations Own shoot logistics: call sheets, talent and location releases, permits, insurance certificates, crew travel, catering, on-set support Learn to line produce a lean crew (you'll grow into running shoots yourself) Keep billing tight Make sure every billable cost gets captured and billed back to the right client — this is the one number we really care about Capture receipts and expenses cleanly and hand off to our outsourced finance team Note: broader financial reporting, accounts receivable, and collections sit with our Managing Director and outsourced finance team — you'll help capture and coordinate, not own the books Support people and culture Handle HR coordination with our partner Gusto: onboarding, offboarding, the admin layer Own the new-hire experience: equipment, accounts, access, a warm welcome Help keep team morale high with the occasional event or small touch that keeps the agency human Support new business Help produce and format proposals at the founder's direction Keep light project traffic moving so deadlines and freelancers stay on track Who you are 1 to 3 years in a coordinator, assistant, production, or operations role (agency, production company, or startup a plus). Standout recent grads with real hustle are welcome Ferociously organized: you track the details other people drop Comfortable with numbers and spreadsheets Calm and resourceful when things get spiky, with strong judgment for your level A clear writer and a sharp note-taker Eager to learn production and operations from the ground up Tech-savvy: proficient in using AI agents and automation tools to streamline workflows and boost operational efficiency Quick to pick up new software and tools, and comfortable getting proficient fast Discreet and trustworthy with sensitive information A self-starter who can take a minimal brief and figure it out Loves to travel, can pick up and go on short notice, and travels efficiently Exposure to video or photo production (PA work, student films, event production) Genuine interest in healthcare, MedTech, science, or brand storytelling Nice to have Familiarity with Google Workspace, Notion, and other project management software Where this goes This role is built to grow. We're going to train you on everything it takes to run an agency successfully — production, operations, finance basics, new business — because we want you to prove yourself and take on more: running shoots as a producer, owning real budget responsibility, and a wider operational mandate as the agency grows. This is for someone who wants to grab that opportunity and run with it, working directly with the founder and alongside a senior creative team that's shaped brands you already know. Logistics Type: Full-time, onsite at our SF office (50 Francisco Street). #J-18808-Ljbffr Recreation