Hi, I’m
Erika Pontius
Glendale,CA
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical, and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence within rapidly changing conditions.
Overview
10
years of professional experience
1
Certification
Work History
Lucasfilm: Ahsoka (Season 1)
Assistant Production Office Coordinator
04.2022 - 12.2022
Job overview
- Managed office staff training & Production Assistant supervision. Coordinated individual duties after careful evaluation of each employee's skill level and knowledge.
- Implemented policies & standard operating procedures for continuous improvement.
- Coordinated with production supervisors, suppliers & vendors to support ongoing daily production needs to support productivity targets & deadline management.
- Interpreted work order information & specifications to plan, schedule & complete jobs precisely & cost effectively including, but not limited to equipment rentals, facility updates & maintenance, multi-location network upgrades, workplace safety, and COVID-19 compliance.
- Negotiated contracts with suppliers & vendors for cost-effective transactions.
- Reviewed documentation such as invoices & shipping paperwork for accuracy & compliance. Created Purchase Orders & liaised between Vendors and AP to tracked invoices to avoid delays.
- Created & completed logs & reports including Daily Production Reports, onboarding intake forms, & inventory which helped management make accurate operational decisions.
- Distributed company-wide communication such as production schedules, daily prep schedules & call sheets, memos, etc.
- Liaised with Studio to ensure organizational compliance with all document formatting, content, distribution, & storage.
- Secured housing for Executives, Cast Members, & Crew Members by finding listings creating positive relationships with Landlords & Property Management companies to negotiate cost-effective rental agreements that also met the specific requests of each individual.
- Trained & oversaw incoming Travel Coordinator in all travel related duties to support Executives & Cast Members.
- Resolved issues through active listening & open-ended questioning, escalating major problems to Production Supervisors.
- Interceded between employees during arguments & diffused tense situations through application of superior conflict resolution & problem-solving skills.
- Maintained confidentiality of the show's identity, story, & trade secrets in compliance with NDA while partnering with vendors & facilitating vendor site visits all the while fostering positive relationships with vendors.
Lucasfilm: The Mandalorian (Season 3)
Assistant Production Office Coordinator/Travel Coordinator
06.2021 - 05.2022
Job overview
- Created purchase orders & tracked invoices to avoid delays.
- Managed Expense reports for general purchases as well as for all travel related expenses.
- Optimized organizational systems for personnel onboarding record-keeping, document distribution & storage workflows, and file storage.
- Facilitated efforts to bolster network presence for the crew at the backlot by coordinating between Production Supervisors, IT, & department heads regarding costs, needs, access, & timelines. Coordinated with landlords & vendors to scheduled installs & monitored progress until complete.
- Implemented project management techniques to overcome obstacles & increase team productivity.
- Managed 100+ travel itineraries domestic & international for Cast, Crew Members, & Executives.
- Secured housing for Executives, Cast Members, & Crew Members by finding listings creating positive relationships with Landlords & Property Management companies to negotiate cost-effective rental agreements that also met the specific requests of each individual.
- In short notice, with of the many arrangements needing to be made or changed in real time, organized a 2 week multi-destination trip for 20+ individuals from 4 companies to rural Scotland for Aerial/Drone Photography. Trip included flights with specialized equipment, hotels/accommodations, car rentals, & coordination alongside helicopter movements and refueling. The quick turnaround of this trip made it necessary to interpret how the travel elements fit into movements, Production timelines, individuals' schedules, and production needs as it related to each location from short Production Meetings. The 9 hour time difference called for quick research, organization, & swift, accurate decision making. Reservations & payments for accommodations & catering had to be expedited.
Lucasfilm: The Book Of Boba Fett (Season 1)
Assistant Production Office Coordinator/Travel Coordinator
07.2020 - 06.2021
Job overview
- Maintained office workflow consistency across multiple Production Coordinator turn overs.
- Negotiated Vendor Contracts & terms of Equipment leases for the office & for Production usage.
- Created purchase orders & tracked invoices to avoid delays.
- Coordinated employment contracts for cast & stunt performers.
- Oversaw facility & network infrastructure growth projects by utilizing cross-functional team management techniques to meet deadlines.
- Managed Expense reports for general purchases as well as for all travel related expenses.
- Coordinated 100+ domestic & international travel itineraries with adherence to CDC, union, & Disney regulations for travel during peak of COVID-19 Pandemic such as scheduling itineraries that allotted enough time for managed isolation. Liaised with Health & Safety Department for pre-employment or return testing.
- Procured long-term housing for Executives, Cast & Crew. Negotiated rental contracts with properties to accommodate individual requests. Activated and managed accounts for utilities at each property.
- Scheduled regular maintenance and cleaning services for each rental property.
Lucasfilm: The Mandalorian (Season 1&2)
Production Secretary/Travel Coordinator
08.2018 - 07.2020
Job overview
- Organized weekly travel itineraries between Los Angeles & San Francisco for Crew Members, Executives and Cast Members.
- Negotiated deal for long-term hotel stays for crew members who commuted from Los Angeles to San Francisco.
- Managed Expense reports for general purchases as well as for all travel related expenses.
- Created database to store staff passports, visa information & other paperwork current & organized for easy access and use.
- Collaborated with Studio to innovate the office file management & distribution workflow which was later incorporated as policy across all other live action Lucasfilm shows.
- Created internal Google Drive file storage & organization system for the office to share.
- Monitored conference room availability & set up video conferencing equipment in advance of meetings.
- Assisted with employee workstation setups including office furniture rental and set up, equipment set up, & office supply welcome packages.
- Built furniture & outfitted conference room to be utilized & changed over daily for use multiple companies under different NDAs.
Lucasfilm: The Mandalorian (Season1)
Office Production Assistant
04.2018 - 08.2018
Job overview
- Reviewed activities for production team to complete tasks on time.
- Supported production needs by performing routine tasks using standard procedures and equipment.
- Ordered office supplies & kept office stocked with needed resources to operate smoothly.
- Answered & managed incoming & outgoing calls while recording accurate messages for distribution to office staff.
- Drafted common document templates to reduce time spent creating documents from scratch.
- Welcomed office visitors & alerted staff to arrivals of scheduled appointments.
- Maintained & updated office records, both digital and physical.
- Managed daily catering orders, pickups, & set ups for office staff of 80+.
- Script Supervised & recorded sound for Scratch Recording sessions with Voice Over performers & Show Creators for use in Storyboard Animatics.
Freeform/Feigco: Girls Code (Pilot Episode)
Office Production Assistant
03.2018 - 04.2018
Job overview
- Delivered clerical support by handling range of routine & special requirements.
- Purchased office supplies & kept office stocked with needed resources to operate smoothly.
- Shopped for office groceries to keep kitchen stocked.
- Collaborated with various departments to complete assigned tasks.
- Assembled & distributed start paperwork to new hires on behalf of Payroll.
- Ensured drive ons were submitted for the crew each day.
- Transported Executives & VIPs.
- Set up conference rooms with catering needs for large meetings.
- Printed & collated all documents needed for meetings, site visits, & on set.
Lockheed Martin
Videographer & Photographer (Contractor)
04.2015 - 04.2018
Job overview
- Camera Operator for company-wide corporate web-casts
- Assisted with setting up and breaking down equipment before & after shoots.
- Utilized compositing & computer-generated imagery to enhance videos.
- Captured footage for wide range of community outreach events & edited footage in to snappy highlight reels for facility announcements.
- Organized & archived entire hardcopy media library.
On Camera Audiences
Audience Coordinator
09.2017 - 03.2018
Job overview
- Supported Production by managing Crowd control for groups up to 500 people which included giving directions to filming locations, hyping audience up, directing & encouraging flash-mob type dances, selecting individuals to highlight in the front row, seating, checking in & verifying individuals' information, etc.
- Utilized time management to ensure audience was where they needed to be in order to keep production on schedule.
- Collaborated with paid audience vendors to track hours & fill out payment vouchers on behalf of paid audience members.
- Developed & maintained successful relationships with media professionals.
- Productions Supported: Dancing with the Stars, A Little Help with Carol Burnett (Netflix), The Price is Right, Alexa & Katie (Netflix), The Final Table (Netflix)
Paramount Pictures Studio
Studio Page
05.2017 - 03.2018
Job overview
- Worked closely with Guest Relations management staff to provide entertaining & lucrative tours.
- Answered questions, pointed out important features & offered further details about special exhibits to educate visitors.
- Demonstrated superior professionalism while interacting with customers, Executives, & VIPs.
- Built personal relationships with guests to promote positive experiences.
- Discretely pointed out any production activity or celebrities we encountered along the tour in a way that was engaging for guests while still protecting production privacy.
- Entertained tour guests with various props & signs for maximum engagement, fun, & lasting memories.
Real To Reel Locations
Production Coordinator
05.2016 - 02.2017
Job overview
- Successfully identified discrepancies & changes to production plans then communicated to booking agents who were negotiating the contracts.
- Created and maintained Site Rep schedules to assign them to the appropriate production according to each Rep's individual strength & skills.
- Compiled information for master locations document that details access, alarms, vendor information, maintenance history, etc.
- Collaborated with cross-functional teams to align production plans with location requirements.
- Reconciled payroll discrepancies for 20+ Site Reps & responded to inquiries from employees.
- Assisted with recruitment & onboarding of new Site Reps.
- Negotiated with vendors to secure cost-effective pricing and terms for facility-related services & supplies.
- Conducted regular facility inspections to identify repair needs or improvements.
- Served as point of contact for Productions seeking locations and locations seeking representation.
- Maximized advertising efforts by developing content for email marketing, corporate communications, & social media posts.
Brian Pitt (Producer)
Executive Assistant
01.2014 - 03.2014
Job overview
- Project based. Assisted in the pre-production of the reshoots for the movie "Wild Card" by recruiting Las Vegas local crew members, & redrafting production design plans,
- Streamlined Executive's email correspondence.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Organized logistics and materials for each meeting & took detailed notes for later dissemination to department heads.
Ian Bryce Productions
Executive Assistant/Development Intern
01.2013 - 03.2014
Job overview
- Handled confidential and sensitive information with discretion & tact.
- Wrote coverage for numerous scripts, specs, books, & reels.
- Trained incoming interns.
- Processed travel expenses & reimbursements for Vice President.
- Screened high-volume of calls & emails and initiated actions to respond or direct messages for managers.
- Managed both incoming & outgoing correspondence, mail, email and faxes.
Heroes & Villains Entertainment
Development Intern
09.2012 - 12.2012
Job overview
- Script coverage.
- Researched new ideas for use in creating show pitches.
- Screened high-volume of phone calls & emails & directed communication to the appropriate parties.
Education
Biola UniversityLa Mirada, CA
Bachelor of Arts from Film Production
05.2014
Skills
- Expert on Mac & PC Operating Systems
- Google Workspace: Google Drive, Google Drive File Stream
- Microsoft Office: Excel, Word, PowerPoint
- Docusign
- Adobe Acrobat
- DPO (Digital Purchase Order)
- Cashet
- Records and Database Management
- Equipment Purchase/Rental Planning
- Workflow Processes, Continuous Improvement Process
- Staff Training, Team Management
- Production Reports
Certification
- Certified Travel Advisor, Fora Travel
Timeline
Assistant Production Office Coordinator
Lucasfilm: Ahsoka (Season 1)
04.2022 - 12.2022
Assistant Production Office Coordinator/Travel Coordinator
Lucasfilm: The Mandalorian (Season 3)
06.2021 - 05.2022
Assistant Production Office Coordinator/Travel Coordinator
Lucasfilm: The Book Of Boba Fett (Season 1)
07.2020 - 06.2021
Production Secretary/Travel Coordinator
Lucasfilm: The Mandalorian (Season 1&2)
08.2018 - 07.2020
Office Production Assistant
Lucasfilm: The Mandalorian (Season1)
04.2018 - 08.2018
Office Production Assistant
Freeform/Feigco: Girls Code (Pilot Episode)
03.2018 - 04.2018
Audience Coordinator
On Camera Audiences
09.2017 - 03.2018
Studio Page
Paramount Pictures Studio
05.2017 - 03.2018
Production Coordinator
Real To Reel Locations
05.2016 - 02.2017
Videographer & Photographer (Contractor)
Lockheed Martin
04.2015 - 04.2018
Executive Assistant
Brian Pitt (Producer)
01.2014 - 03.2014
Executive Assistant/Development Intern
Ian Bryce Productions
01.2013 - 03.2014
Development Intern
Heroes & Villains Entertainment
09.2012 - 12.2012
Biola University
Bachelor of Arts from Film Production