Seasonal Administrative Coordinator

Society for the Promotion of Japanese Animation

Seasonal Administrative Coordinator

Santa Ana, CA
  • Responsibilities

    The Administrative Coordinator is a seasonal position that will be responsible for interacting with customers to provide and process information in response to inquiries, concerns and requests about products and services. A successful coordinator will act as an organized and effective liaison between customers and employees across multiple departments within the organization.

    This position reports directly to the Marketing Project Manager.


    • Communicate directly and respond promptly to all inquiries by telephone, electronically and/or in person in a professional and timely manner.
    • Obtain and evaluate all relevant information to provide accurate responses and coordinate requests for special arrangements as appropriate with courtesy and efficiency.
    • Handle and resolve customer resolution within a reasonable time frame.
    • Respond to inquiries, run reports and provide analytics regarding response times through customer service platform.
    • Maintain detailed records of inquiries, comments and complaints as well as actions taken.
    • Follow up on customer interactions and provide feedback on efficacy of the customer service process.
    • Serve as a conduit between customers and multiple departments within SPJA to streamline communications, policies, procedures, and deliverables.
    • Communicate needs with other SPJA department/divisions.
    • Provide on-site support to various departments at specific events held on weekends.
    • Assist Volunteer Resources on processing questions and documents as needed.
    • Other administrative support duties as assigned.


    • Minimum of 1+ years customer service experience with an entertainment event production background.
    • Possess excellent skills in written and verbal communication.
    • Possess good skills in problem-solving and judgement.
    • Must remain calm under pressure and respond to situations quickly.
    • Ability to multitask and meet deadlines in a fast pace environment with strong attention to detail and accuracy.
    • Background or interest in marketing or social media a plus.
    • Photoshop skills a plus.
    • Ability to stand/walk for up to 4 hours at a time.
    • Ability to lift up to 30 lbs.
    • Must have reliable transportation.
    • Must be able to attend meetings, conferences and events (including social functions) as necessary.
    • Must be able for the week of July 1 through July 7 to perform required tasks at convention away from SPJA office.


    This position operates substantially in a professional office environment that routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. However, that environment changes when on-site at SPJA events and can vary greatly requiring strong mental and physical stamina and strength.

    For the duration of Anime Expo, this position works at the Los Angeles Convention Center (LACC) and ancillary venues on Saturday and Sunday (July 6th and 7th). While performing the duties of this position, the employee may be exposed to airborne particles, risk of electrical shock for both indoor and outdoor environments, and loud noise levels due to volunteers and attendees talking and/or passing near the work area. Assigned work areas may not have immediate access to external windows. Within the LACC, indoor HVAC units monitor and control temperature and air flow. Lighting is provided by overhead bulbs and lamps. The outside work environment may include exposure to extreme outdoor temperatures, uneven street pavement and sidewalks, and high levels of pedestrian and vehicular traffic. At Anime Expo, the employee will be exposed to large crowds and public settings and will be involved in frequent interactions with other employees, volunteers, attendees, and/or guests.

    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and requirements of the position.