Assistant Facilities Coordinator

As the Assistant Facilities Coordinator at Industrial Light & Magic (ILM) in Sydney, you will be a key support team member ensuring the smooth operation and maintenance of the studio's buildings and facilities. This role involves managing day-to-day issues, providing general reception duties, assisting with onboarding and offboarding staff, monitoring desk bookings, and managing supplies. You will collaborate closely with Technology, Talent, HR, and Finance Teams, requiring exceptional organizational skills and a proactive, team-oriented approach to maximize departmental performance.

Must Have

• General Reception duties including managing outgoing and incoming mail, booking couriers, and organising access for visitors
• Be the first point of contact for incoming queries to the studio, responding or directing as appropriate
• Assist with onboarding New Starters, including liaising with HR/IT, organizing new starter bags, Disney Studio Australia passes and tech
• Assist with leavers, liaising with HR and IT ensuring a smooth exit and return of ILM equipment
• Proactively monitor desk bookings for staff and assist in booking when required
• Managing stock and distribution of all crew gear, branded goods and imported merchandise
• Assisting with organising staff / social events and screenings, including set ups and pack downs
• Oversee the ordering and stocking of pantry supplies, first aid kits and general office supplies
• Arranging overtime meals for staff
• Providing support for the wider Facilities Team
• All other duties as required

Good to Have

• Similar experience advantageous

Job Summary:

About ILM

Founded by George Lucas, ILM is the leading effects facility in the world, with studios located in San Francisco, Vancouver, London, Sydney and now, Mumbai. ILM has created visual effects for over 325 feature films and has played a key role in seven of the top 10 worldwide box-office hits of all time and has contributed to 25 of the top 50. ILM has set the standard for visual effects, creating some of the most stunning images in the history of film. At the forefront of the digital revolution, the company continues to break new ground in visual effects, VR, AR, and Immersive Cinema. You can see some of our current projects here

.

Your role?

As the Assistant Facilities Coordinator, you will provide support to ensure the overall smooth running and maintenance of ILM’s Sydney’s buildings and facilities. You will be a key member of our support team, constantly performing to a high standard, managing and solving day to day issues as they arise.

We are looking for an enthusiastic individual with exceptional organisational skills who is a team player and strives to maximize the team/department performance.

You will work closely with all areas of the business including the Technology, Talent, HR and Finance Teams.

What will you be doing?

• General Reception duties including; managing outgoing and incoming mail / booking couriers / organising access for visitors
• Be the first point of contact for incoming queries to the studio and responding as appropriate or directing to the most appropriate person
• Assist with onboarding New Starters, including liaising with HR/IT, organizing new starter bags, Disney Studio Australia passes and tech
• Assist with leavers, liaising with HR and IT ensuring a smooth exit and return of ILM equipment
• Proactively monitor desk bookings for staff and assist in booking when required
• Managing stock and distribution of all crew gear, branded goods and imported merchandise
• Assisting with organising staff / social events and screenings, including set ups and pack downs
• Oversee the ordering and stocking of pantry supplies, first aid kits and general office supplies
• Arranging overtime meals for staff
• Providing support for the wider Facilities Team
• All other duties as required.

To be a contributing member of this team, you will have a mix of these skills:

• 1 year in a Customer Service role
• Similar experience advantageous
• Ability to be flexible with work schedule
• Excellent verbal and written communication skills
• Enthusiastic self-starter with exceptional organisational skills
• Ability to manage time effectively and continually re-prioritise tasks
• Detailed and methodical approach to troubleshooting and resolving issues
• Team player who will strive to maximize team/department performance

JoinILM

This position is with Lucasfilm Entertainment Company Ltd. LLC, which is part of a business segment we call Industrial Light & Magic. Lucasfilm Entertainment Company Ltd. LLC is an equal opportunity employer. Applicants will receive consideration for employment without regard to age, race, colour, religion or belief, sex, nationality, ethnic or national origin, sexual orientation, gender reassignment, marital or civil partner status, disability or pregnancy or maternity. Disney fosters a business culture where ideas and decisions from all people help us grow, innovate, create the best stories and be relevant in a rapidly changing world.

About Industrial Light & Magic:

Founded in 1975 by George Lucas, ILM is the leading effects facility in the world, serving the motion picture, commercial production, and attraction industries. ILM has created visual effects for over 325 feature films and has played a key role in seven of the top 10 worldwide box-office hits of all time and has contributed to 25 of the top 50. ILM has set the standard for visual effects, creating some of the most stunning images in the history of film. At the forefront of the digital revolution, the company continues to break new ground in visual effects, VR, AR, and Immersive Cinema.

About The Walt Disney Company:

The Walt Disney Company, together with its subsidiaries and affiliates, is a leading diversified international family entertainment and media enterprise that includes three core business segments: Disney Entertainment, ESPN, and Disney Experiences. From humble beginnings as a cartoon studio in the 1920s to its preeminent name in the entertainment industry today, Disney proudly continues its legacy of creating world-class stories and experiences for every member of the family. Disney’s stories, characters and experiences reach consumers and guests from every corner of the globe. With operations in more than 40 countries, our employees and cast members work together to create entertainment experiences that are both universally and locally cherished.

This position is with ILM (Australia) Pty. Ltd., which is part of a business we call Industrial Light & Magic.