Operations Assistant
Company: VFX World (International) LTD
Location: Office Based – Maidenhead
Reports To: Operations Manager
About VFX World (International) LTD
VFX World (International) LTD specialises in the supply and manufacture of VFX textiles for hire and sale, supporting productions across the film and television industry. In addition, we supply rigging equipment and plant to productions of varying scale.
We are a small, highly productive team experiencing rapid growth, providing specialist equipment and materials to productions across the UK and beyond. Our work requires strong organisation, attention to detail, and efficient coordination across operations, manufacturing, and warehouse functions.
The Role
We are seeking a proactive and detail-oriented Operations Assistant to support the daily running of our operations. The role will work closely with the Operations Manager, while also coordinating with the Head of Textiles and Warehouse Manager.
The Operations Assistant will assist with quotations, customer orders, project cost tracking, purchasing, and stock coordination. Over time, the role will develop the knowledge required to handle customer enquiries and quoting independently, providing operational cover when the Operations Manager is unavailable.
This role is ideal for someone who enjoys organisation, working with numbers, coordinating resources, and supporting fast-paced production environments.
Key Responsibilities
Operations & Project Support
- Assist the Operations Manager with preparing quotations and job estimates
- Help track costs for individual jobs including hired equipment, materials, and subcontracted services
- Produce profit and loss reports for individual projects
- Coordinate sub-hired plant and equipment from trusted suppliers
- Produce and manage purchase orders (POs) for suppliers
Customer Communication
- Handle incoming phone enquiries from productions
- Assist with taking orders and building quotes for clients
- Develop knowledge of company products and services to independently support customer requests over time
Stock & Inventory Coordination
- Help maintain accurate stock tracking across manufacturing and warehouse operations
- Monitor materials inventory to ensure sufficient stock for textile manufacturing
- Monitor rental inventory availability for upcoming projects
- Flag stock shortages, missing equipment, and overdue returns
- Assist with lost and damage reporting
Supplier & Purchasing Support
- Order materials and equipment from suppliers
- Confirm availability, pricing, and delivery schedules
- Maintain accurate records of supplier costs and orders
Administration & Reporting
- Maintain organised job documentation and operational records
- Update spreadsheets and tracking systems
- Support general operational administration across the team
Skills & Experience
- Strong organisational and administrative skills
- Excellent attention to detail, particularly with numbers and tracking costs
- Comfortable working with spreadsheets and operational data
- Good communication skills, including phone-based customer interaction
- Ability to manage multiple tasks in a fast-paced environment
- Proactive and able to work independently within a small team
Desirable Experience
- Experience working in film, television, events, or equipment rental
- Experience with purchase orders, cost tracking, or project budgets
- Familiarity with inventory or equipment hire systems
- Strong Excel or Google Sheets skills
Team Structure
The Operations Assistant will work closely with:
- Operations Manager
- Head of Textiles
- Warehouse Manager
Personal Attributes
- Highly organised and detail focused
- Practical problem solver
- Reliable and accountable
- Comfortable in a fast-paced production environment
- Positive and collaborative team member
What We Offer
Opportunity to work within the film and television production industry
A hands-on role within a growing specialist company
Exposure to major productions and complex projects
Opportunity for career development as the company expands
Job Type: Full-time
Pay: £30,000.00-£35,000.00 per year
Benefits:
Work Location: In person
