Studio Administration & Operations Coordinator
Gilmour Studios
- This is a busy, varied role supporting the day-to-day operations of a fast-paced photography studio. You’ll be across admin, client care, studio coordination, marketing support, workflows, file handling, systems, and the general behind-the-scenes magic that keeps the business running properly.Overflow editing will also be incorporated into this role.We work across weddings, branding, commercial, families, headshots, events and studio hire, so no two days are exactly the same.This is a hands-on role for someone who likes being useful, taking initiative, and helping things run better than they did yesterday. We need someone organised, proactive, practical, and solutions-focused. Someone who notices what needs doing, solves the problem where they can, asks smart questions when they need to, and genuinely enjoys bringing order to creative chaos.The right person will be confident juggling people, details, deadlines, systems and studio life. You’ll like taking ownership, improving processes, keeping things moving, and being the person who helps everyone else do their best work.The role is approximately 25–30 hours per week across five days, primarily based in our Hamilton studio. There is some flexibility around scheduling depending on studio needs, shoot days, deadlines and general workflow demands. This role has potential to grow into a full time position for the right person.Responsibilities may include:
- Managing client communication, enquiries, bookings and follow-ups
- Supporting studio operations and keeping the studio space client-ready
- Managing CRM systems, workflows and general administration
- Assisting with invoicing, Xero reconciliation and financial admin
- Organising galleries, file workflows and client deliveries
- Following up leads and supporting conversion workflows
- Supporting social media content, community engagement and marketing tasks
- Assisting with print ordering and client product sales
- Helping improve reporting, systems, documentation and workflows
- Supporting review, referral and client experience systems
- Helping strengthen internal processes, team systems and studio standards as the business growsWhat We’re Looking For
- Strong administration experience is essential
- Highly organised with excellent attention to detail
- Confident communicator with strong people skills
- Able to multitask and problem solve independently
- Comfortable working in a fast-moving creative environment
- Confident using technology, systems and social media platforms
- Experience with marketing, photography studios, social media or creative businesses is advantageous but not essential
- Experience with Xero or bookkeeping is preferred
- Editing experience or an interest in photography workflows would be a bonusThis Role Would Suit Someone Who
- Loves organisation and improving systems
- Enjoys both people and process
- Can think proactively rather than waiting to be told what to do
- Is adaptable and enjoys variety in their work
- Wants to be part of a growing creative business
- Takes pride in creating a great client experience
- Likes being useful, trusted and involved
- Is comfortable using AI tools, or willing to learn, to improve efficiency, communication and workflow supportAbout Gilmour StudiosGilmour Studios is a Hamilton-based photography studio working across weddings, personal branding, commercial photography, families, events, headshots and studio hire.We are known for creating natural, authentic imagery, a welcoming client experience, and having fun while we do it.The business has grown significantly over recent years, and we are now looking for the right person to help strengthen both the day-to-day operations and long-term systems of the studio as we move into our next stage of growth.This role will play an important part in supporting administration, client communication, workflow management and studio coordination. Over time, it will also help improve systems, efficiency and business infrastructure so the founder can focus more on leadership, creative direction and long-term strategic growth.To ApplyPlease send your CV and a short cover letter telling us a little about yourself and why this role interests you. Email to ***email_hidden***
