Vastvik Films
Website:
vastvikfilms.com
Job details:
HR, Admin & Production Operations Manager
Company: Vastvik Films
Location: Panchkula, Haryana
Nearby Location: Chandigarh Tricity
Job Type: Full-time, Permanent
Work Mode: On-site
Experience: 2–5 years
Salary: 30,000 to 40,000 per month, depending on experience and suitability
About Vastvik Films
Vastvik Films is a video production company specialising in corporate films, TV commercials, advertising films, digital campaigns, branded content, social media videos and other video-led communication.
We work with brands, agencies, artists, freelancers and production partners across multiple cities. As we continue to grow, we are looking for an organised, proactive and dependable professional to manage our HR, office administration, production coordination and executive assistance.
Job Overview
We are looking for an HR, Admin & Production Operations Manager who can manage multiple responsibilities and ensure the smooth functioning of our internal operations.
This is a multi-functional role that combines human resources, office administration, production coordination, vendor management, travel planning and executive assistance to the Founder.
The ideal candidate should have excellent communication and coordination skills, strong attention to detail, and the ability to manage tasks independently without constant supervision.
Key Responsibilities
1. HR and Recruitment
- Manage recruitment, job postings, CV screening and interview scheduling.
- Coordinate candidate selection, offer letters, joining and onboarding.
- Maintain employee records, attendance, leave and HR documentation.
- Monitor office timings and ensure compliance with company policies.
- Coordinate probation, confirmation and performance review processes.
- Handle routine employee queries and concerns.
- Coordinate payroll inputs, reimbursements and salary-related documentation with the accounts team.
- Manage resignations, notice periods, employee handovers and exit formalities.
2. Production and Project Coordination
- Coordinate with actors, artists, freelancers, crew members and production partners for shoots and projects.
- Check availability and collect profiles, portfolios, quotations and commercial details.
- Coordinate confirmations, contracts, releases and other required documentation.
- Communicate shoot schedules, reporting times and project requirements.
- Coordinate with cinematographers, editors, makeup artists, stylists, photographers, production assistants and other specialists.
- Liaise with equipment rental companies, lighting teams, art departments, transport providers, catering services and location vendors.
- Follow up with external partners to ensure commitments and deadlines are met.
- Maintain an updated database of reliable freelancers, artists and vendors.
3. Travel and Accommodation Management
- Arrange flights, train tickets and hotel bookings for artists, freelancers, crew members and the Founder.
- Coordinate airport transfers, local transportation and accommodation.
- Prepare travel itineraries and rooming lists.
- Handle booking changes, cancellations and last-minute travel requirements.
- Ensure bookings remain within approved budgets.
- Maintain travel records, invoices and booking details.
4. Vendor and Freelancer Management
- Build and maintain a database of vendors and freelancers, including contact details, services, rates and past project information.
- Request and compare quotations and coordinate bookings.
- Maintain professional relationships with external partners.
- Track invoices, pending payments and vendor commitments.
- Coordinate with the accounts team regarding payment status and documentation.
5. Office Administration
- Manage day-to-day office administration and facilities.
- Coordinate housekeeping, pantry supplies, stationery and office requirements.
- Handle maintenance requests involving internet, electricity, air conditioning, printers and other office equipment.
- Coordinate with office vendors and service providers.
- Maintain company asset records and equipment issuance/return registers.
- Track office expenses, subscriptions, service contracts and renewal dates.
- Ensure the office remains organised and functional.
6. Executive Assistance to the Founder
- Manage the Founder's calendar, meetings, appointments and reminders.
- Coordinate business and personal travel arrangements.
- Maintain follow-up trackers for meetings, proposals, pending tasks and approvals.
- Coordinate with clients, vendors, freelancers and team members when required.
- Prepare meeting notes and track action points.
- Help ensure important deadlines and commitments are not missed.
- Handle confidential business and personal information responsibly.
Required Skills and Qualifications
- Bachelor's degree in Human Resources, Business Administration, Management, Operations or a related field.
- 2–5 years of relevant experience in HR, administration, operations, executive assistance or coordination.
- Excellent verbal and written communication skills in English and Hindi.
- Strong organisational, multitasking and time-management skills.
- Good knowledge of MS Office, Excel and Google Workspace.
- Strong follow-up, interpersonal and problem-solving skills.
- Ability to communicate professionally with employees, senior management, artists, freelancers and vendors.
- Ability to work independently, prioritise tasks and handle changing requirements.
- High level of responsibility, discretion and confidentiality.
Preferred Experience
Candidates with experience in any of the following areas will have an advantage:
- Media, advertising, film production or creative agencies.
- Artist, freelancer and vendor coordination.
- Travel planning and hotel bookings.
- Executive assistance to founders, directors or senior management.
- Event management or production operations.
- Managing multiple projects and external stakeholders.
What We Offer
- An opportunity to work closely with the Founder of a growing video production company.
- Exposure to HR, business operations, production and vendor management.
- A dynamic work environment with varied responsibilities.
- Opportunities to take ownership of processes and grow into a broader People & Operations role.
Important Information
This is a full-time, on-site position based in Panchkula. The role requires regular phone calls, WhatsApp communication, follow-ups and coordination with multiple stakeholders.
Occasional flexibility may be required to manage shoot-related travel changes or urgent production requirements.
We are looking for someone who takes ownership, stays organised and ensures that things get done without repeated reminders.
How to Apply
Interested candidates can email their CV to vastvikfilms@gmail.com
Job Type: Full-time, Permanent
Location: Panchkula, Haryana
Click on Apply to know more.