Office Administrator -Det

Disney Entertainment Television (DET) has a costume warehouse in Glendale, CA that maintains over 600,000 items of clothing, jewelry and accessories for rent to television series, feature films, and commercials. The costume department is part of the Production Shared Services organization within DET. The department is available to both Disney and third-party productions. The inventory is comprised largely of pieces from Disney television productions that are given to the shop at wrap. This process enables The Company to reuse the assets across multiple projects. We are seeking an Office Administrator to join our costume department.

Job Summary:

The Office Administrator position handles the administrative aspects of running the Disney Entertainment Television Costume Department. This job partners with the Costume Supervisor in an administrative capacity to manage the department’s records, invoices, payroll and other administrative functions. The Office Administrator is not a stepping stone toward a career as a costumer, however it is critical in the operation of this important resource that we provide to our shows and the industry.

This position will work directly with our customers from television, feature films, and commercials to:

• Establish accounts to rent costume inventory
  • Identify responsible billing party
  • Confirm credit status
  • Confirm applicable formula discount if any from established discounting terms
• Maintain rental records
  • Check-in/Check-out of costume rentals in database
  • Track all Loss & Damage of rented items
  • Track rentals episodically, daily, weekly by season, by feature length film, and by television pilot as needed
• Invoicing/Billing
  • Report rentals to customer costume crew or accounting personnel
  • Collect payment via Credit Card or invoicing through Corporate Accounting to customers
• Payroll
  • Collect daily time card records for in-house union costume crew
  • Submit payroll weekly to Corporate Accounting
  • Create start and stop paperwork for daily hire in-house costume crew
• Technology
  • Act as liaison between department and IT to troubleshoot issues for the department
  • Test and implement upgrades to the department’s rental tracking system, RTPro
• Office Administration
  • Maintain department purchasing card (p-card) and manage purchasing of office supplies
  • File expense reports, review G/L reports, send monthly rental reports to management
  • Maintain relationships with vendors who support costume department (software, dry cleaning, facilities, etc.), arranging and paying for services as needed

Responsibilities:

• Daily routine efforts include working with customers (costume crew and accounting personnel) in-person, on the phone, and via email to manage the rental accounts of those customers.
• This position will also work with the union Disney Entertainment Television Costume Supervisor and Crew on location as needed in their support of rental customers.
• This position also manages the daily needs of the department concerning supplies, services, and maintenance required from third parties or building management at TWDC.
• The Office Administrator will independently be managing routine needs and purchases.

Basic Qualifications:

• Minimum 3 years of experience in an office administration role (preferably with accounting or billing experience)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Detail-oriented with strong interpersonal and organizational skills
• Excellent written and verbal communication skills
• Ability to work in-person 5 days a week in Glendale, CA

Preferred Qualifications:

• Experience working in the entertainment industry, ideally in a production or production finance role
• Previous work experience in television production with a costume department
• Experience using SAP for Purchase Orders, Time Keeping, OPAC-SAP Cross Reference
• Experience using RT Pro for invoicing
• Previous work experience in customer service and payments

Preferred Education:

• Bachelors degree or equivalent experience

The hiring range for this position in Glendale, CA is $63,400 to $85,000 per year based on a 40 hour work week. The amount of hours scheduled per week may vary based on business needs. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.