Client Services Coordinator

Location: Onsite Garden Studios, London

Hours: Full Time (9am – 6pm Mon – Fri)

Salary: £32,000 - £36,000 depending on experience

Position Overview:

We are looking for a charismatic, reliable and friendly Client Services Coordinator to join our team of Gardeners. You will be confident, calm under pressure and enjoy being a welcoming face at the studio. Fluidity, flexibility and adaptability are key! You will be enthusiastic, proactive and organised with excellent communication skills.  

Reporting to the Head of Client Services, the Client Services Coordinator will respond to the constantly changing demands and pressures of productions, clients, stakeholders, students, artists and staff. As this role is predominantly client-facing, you will be an important representative of Garden Studios and must have a passion for ensuring exemplary customer experience.

The core hours of work will be 9 am – 6 pm Monday – Friday, however, the role requires flexibility to work additional hours, evenings and weekends specific to bookings across campuses.  

As Garden Studios works to become the UK's most sustainable film studio, you will support our Sustainability Lead in seeking ways to ensure processes, productions and studio spaces are as green as possible and our programs accessible and welcoming.

Essential skills:

  • You have a customer-focused approach with proven experience of operating effectively in a customer-driven environment and are motivated to do the best job.  
  • You have strong communication and interpersonal skills, can deal confidently and tactfully with people, and possess the ability to assert yourself and influence others.
  • You have a hard-working attitude excellent attention to detail, forward planning and thinking, are able to be proactive, work to tight deadlines under pressure and coordinate multiple projects effectively and can prioritise in a complex, fast-paced environment that will present many distractions.
  • You can act on your own initiative to troubleshoot problems, identify and manage issues, finding the best path for resolution.
  • You have proven experience in scheduling and allocating resources and supervising runners or staff in similar roles.  
  • You are honest and able to admit and take ownership of your mistakes and know when to ask for help.  
  • You can communicate effectively and are proficient in Microsoft packages and relevant industry software.  
  • You are punctual and present well to clients and staff.
  • You can contribute to a diverse team and show respect in all working relationships.

Desirable skills and qualifications:

  • You have a customer-focused approach with proven experience of operating effectively in a customer-driven environment and are motivated to do the best job.  
  • You have strong communication and interpersonal skills, can deal confidently and tactfully with people, and possess the ability to assert yourself and influence others.

Required Experience:

  • You have experience in TV/Film/Production within a studio facility.  
  • You have an understanding of the core business of the Film and Television Industry/Studios.  
  • You can demonstrate effective stakeholder management.  

Specific responsibilities:

  • To provide support to the Head of Client Services in delivering productions and events and maintaining the smooth running of all sites.
  • Coordination and management of day-to-day client operations for all non-technical studio-related facilities across sites.  
  • Being the face of Garden Studios and working directly with Production company Execs; Event companies, Stakeholders, University Lecturers, Students, Artists and Garden Co-Lab Members, in partnership with the Head of Client Services, Commercial, Marketing and Operational teams, to ensure the successful delivery of shows/events to the highest standards from start to finish.
  • Ensuring all client needs are met. providing solutions, assisting and coordinating day-to-day requirements including but not limited to access to the site, parking, use of ancillary areas and shooting spaces.  
  • Working closely with the Head of Client Services as well as heads of Marketing, Talent & Community Engagement and Commercial on workshops, career mixers, special events and site tours.
  • Keeping up-to-date with changes to the Garden Footprint, as a result of general maintenance, logistical requirements or client unit setups, which may impact shooting or other uses.  
  • Working closely with the Facilities and IT departments for the setup, turnaround and upkeep of ancillary areas and shooting spaces to facilitate client-specific requirements. Assisting with alterations to our current footprint as and when required.  
  • Working with the Catering Manager and Head of Client Services on the coordination of catering facilities internal and external.
  • Introducing productions to onsite facilities and Gardens online systems to provide flexibility and ease when booking meeting rooms, small shooting spaces and hospitality. Managing production accounts related to these bookings.
  • Assessing when further support is required, booking and managing Runners, ensuring they have site inductions, adhere to general health &safety and the Garden Studios values.  
  • Building and maintaining close relationships with all onsite teams, suppliers and contractors whose services are required for the general running of the facility and/or delivery of shows and events, whilst being the go-between for clients.  
  • Ensuring that Client Service equipment and furniture inventories are kept updated.  
  • Producing inventory check documents for clients, ensuring they are signed and filed.  
  • Providing and tracking any additional facilities used by clients, such as parking, catering, and equipment.  
  • Keeping the Head of Client Services and Head of Commercial aware of any additional facilities the client may request and are updated on all costs.
  • Uploading and storing all client information on the booking, CRM systems and SharePoint.
  • Sending out comms and schedules, liaising with security and facilities so they are prepared for all client activity.  
  • Relationship building; working closely with partners and collaborators to enhance the visibility and delivery of our facilities across campuses.  
  • To contribute to our effort and assist in our ongoing ambitions with certification, best practices and journey towards B-corp status.  
  • day-to-day

About Us:

  • Garden Studios is backed by Arts Alliance, an investor with a strong track record of building successful companies in the film industry (LoveFilm, Picturehouse Cinemas, MetFilm School, Park Circus).
  • Founded in early 2021, Garden Studios is now central London’s largest film studio; having grown rapidly to meet the demands of film production in the UK and has welcomed a number of blue-chip productions as well as other independent productions.
  • We have a key focus on education, technology and industry, with the ambition to become London’s home for creative talent in film.
  • Work can be fast-paced and exciting as well as continuous and educational. If you are looking for somewhere to challenge yourself and to learn some new skills and have an interest in the industry, this would be an incredible opportunity that you would not want to miss.

The above is a guideline for the role and is not intended to be fully inclusive or exclusive of the duties required. Any of the above duties may be required to be changed/altered to suit the needs of the studio and its clients. It does not form part of your contract of employment.

Please complete the online application form by 17 March 2023. Interviews are scheduled to take place week commencing 27 March 2023.

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