Office Coordinator for Video Agency

  • Full-time

Company Description

Jpixx Video Agency: Jpixx specializes in video-centric messaging through cinematic narratives and high-energy edits. Our distinct vision pushes the boundaries of integrated media and we are known for our ability to apply the most effective video execution to the project at hand. With exceptional camera work, motion graphics, video editing and design, our work targets a diverse audience who value authenticity and crave an emotional connection bringing every­day people and places into extraordinary light. See how we Capture Life Creatively here:

Job Description

Does your heart leap at a well organized spreadsheet and do you find glee organizing, devising and planning to help the team to greater goals?  Are you excellent at anticipating needs? Being "detail-oriented" and "quick" don't always go together, but for this job both of those traits alongside being self-motivated, adaptable, a problem solver and accountable are exactly the person we seek to succeed within our very fast-moving and high-volume video agency.

At Jpixx we are a group of video-minded artists, office managers and producers who need a dedicated organizational extraordinaire to join our team.  The artist and the mega-organizer don't always understand how the other can create the magic that they do - but it is the yin and yang, each depending and respecting one another's talents that makes the dream work! Artists need folks around them who effortlessly can organize, forecast what is needed, connect the gaps and follow through to the end. 

The tasks set before a small business "everything admin" person are numerous and various, but should come easy to a person who naturally wants to help people. In our environment, you can never expect the day to go as planned, you must be ready for curveballs and changes as new and pressing tasks develop out of thin air. 

The right candidate will thrive in a high volume, busy atmosphere able to keep priorities straight and pushing through.  This position will need to be physically within our Virginia Beach office 5 days a week, during regular business hours.

Project-Based Work and Planning

  • Plans, coordinates and ensures the crew and shoot schedule is followed and respected - using i-cal.
  • Researches, follows up on incoming jobs, investigate holes, and streamlines to better office processes. 
  • Arranging and booking complex and detailed travel plans, from loose itineraries (0-4 times per month).
  • Schedule and attend meetings when needed, copying notes into software for everyone's benefit.
  • Updating information using our robust project management software (excel on steroids)
  • This is a deadline driven environment, you will be going over dozens of jobs and updates for our weekly office-wide meeting and keeping our system up to date. 


  • Coding Credit card purchases into Quickbooks, formulate estimates, and potential future expanded bookkeeping functions.
  • Organizing receipts and submitting expense reports for client reimbursements and serve as a backup to invoice clients when jobs are completed.
  • Review employee times sheets and reimbursements.

Communicator/Client Assisting

  • Prioritizing email correspondence, communicate directly and getting updates from team and responding for team.
  • Be the first point of contact for vendors and freelancers, helping to determine freelance availability for shoots.
  • Aid the team as needed sometimes on set or to construct proposals for prospective jobs.

Office Assisting

  • Driving crew to the airport, on-set, lunch, running company errands, answer phone, mail/bill pay, deliveries and visitors.
  • Assist with office building management (i.e. HVAC, filters) and maintenance (office clutter, fridge purge)
  • Willingness to do whatever it takes to keep the office organized and running smoothly.

How is this role different from typical office roles?  

  • We have a casual friendly work environment and operate differently than a typical office e.g. you will be amidst the hum of editing machines  (where you may be asked to proof and critique a video) as a ping pong ball bounces in the background.
  • We are making movie magic every day, so you may have seemingly absurd tasks at times; like picking up the largest teddy bear in the 757, or deliver a fisheye lens to the beach.
  • We are a growing small business and we are constantly evolving for the better, so we need someone who can flow with the change, likes variety in their day and is looking for new ways to innovate process.
  • Wearing many hats are required, you will have other teammates who can support but humility will be necessary - tiny and less glamorous tasks will be on your plate as well as the bigger tasks; answering the door, answering the phone/checking messages, maintaining supplies, occasionally setting up lunches and clean-up will need your lead.
  • Within our environment you will enjoy our agency perks like employee contests, office drinks and snacks, volunteer outings, occasional tickets to events and company gatherings/events.
  • We believe in work/life balance and live that 80% of the time, but we are all passionate about what we do and we tend to rally on big company wide projects (all hands on deck events) - but fun usually ensues in those moments.


  • Bachelor’s degree preferred or equivalent experience
  • At least one year of professional experience doing admin-type work in a busy demanding environment or other equivalent
  • Be able to pick up ad agency/video industry speak and decipher and process incoming information
  • Have an appreciation for video is a must; production experience or knowledge is a bonus, but similar experience or being a quick study could also work for the right individual.
  • Work in the office during business hours, 5 days a week, able to work best hours for the office
  • Tech savvy skills are a must, Comfortable with the Mac Platform, MS Office, Google Drive
  • Proven work ethic, strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
  • Excellent verbal and written communications skills, proof-reading ability, and writing with nuance for emails and follow through
  • Demonstrated ability to handle multiple priorities to meet deadlines in a fast-paced environment using good time management skills.
  • Be a resourceful team-player, with the ability to also be extremely effective independently
  • Maintains discretion and confidentiality when dealing with inside company knowledge and financial information
  • Be great with spreadsheets and boiling down the complex into simple bite sized chunks
  • Prioritize conflicting deadlines; handle matters quickly, diplomatically, proactively and to completion
  • Enjoy seeing your impact within a start-up environment as a valuable and essential team-member among creative individuals

The ideal candidate will be able to anticipate needs and understand the steps needed to complete all their tasks, they will be highly communicative to learn new things and find quick answers, from co-workers/supervisors or on their own, so they can complete tasks accurately and in a timely manner. They will be extremely dependable, reliable and accountable with a relentlessly upbeat "can-do" personality and helpful nature. Multi-tasking within a busy environment to reach team goals is their jam.

Complimentary Experiences (things we need more help with - bonus items if you have experience with)

Social Media Marketing, Marketing, Make-up Artist, Billing, Accounts Receivable, Quick Books Online Experience, Knowledgable in Excel and formulas, Marketing Savviness, Traffic Management, Production Management, Associate Producer, technical writing, copywriting, graphic design, photography, Photo Editing, project management, event planning, data/analytics.

Additional Information


  • Paid time off: holidays, vacation and sick days.
  • Health Insurance, Dental and Vision Insurance
  • Retirement plan
  • Opportunities for flex time, Internal training, mentorship, access to industry education.
  • Opportunities to grow with the company and into future roles/positions. 



  1. Send your resume through the job application.
  2. Send a brief cover letter to introduce yourself and why you fit this role at our company. Please include any "complimentary experiences" you may have (listed above, or above and beyond the list). --- If you don't live in the Virginia Beach area and you choose to apply anyway, please address this! 


Here at Jpixx we are a very close-knit community and we work very closely with one another and we take our hiring process seriously. We look at every application thoroughly -  we will communicate through this job platform to keep communication alongside your application. We may reach out to ask for further information and will have several rounds of interviews.  Because of the potential volume of applicants, we may not always respond to every applicant or with as much info as we would like to do, but please know that we appreciate your interest even if a position isn’t an immediate fit. 

No phone calls, or unexpected visits, please. 


View Our work:

Jpixx LLC is an Equal Employment Opportunity / Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.