About us:
Once Upon A Time is a full-service creative agency with offices in London, New York and LA.
The Soho (London) Productions division produces high quality video content for the film and TV industry, including filmed BTS and EPKs, creative and social content, press junkets, Q+As and red carpet coverage. We are a multi award-winning team with a busy production unit and an in-house post-production facility with five edit suites and a fully integrated post team. Our work can be found daily on air and online, all over the world.
About the role:
We are looking for a highly organised, technically skilled, and collaborative Post Operations Lead to support the day-to-day operational running of our Post-Production department.
Reporting to the Managing Director and Creative Director, this role focuses on workflow management, scheduling, communication, and operational efficiency across multiple concurrent projects. The Post Operations Lead acts as a central point of communication between Production and Post, helping to ensure projects are delivered smoothly, efficiently, and to the highest possible standard.
This role requires a proactive problem-solver who thrives in a fast-paced creative environment and is comfortable managing multiple workflows simultaneously.
This is a full-time, office-based role. We are looking for someone reliable, organised, and proactive, with a strong understanding of operational workflows within a busy Post Production environment.
If you're interested in this opportunity, please submit a cover letter along with your application.
Key Responsibilities:
* Team & Workflow Management
• Create, maintain, and oversee Post-Production schedules using Synergist and internal tracking systems.
• Coordinate project timelines and workloads across editors, edit assistants, and freelancers.
• Monitor project progress and ensure deadlines are met across all active projects.
• Work closely with Producers and Editors to ensure clear communication and expectations across projects.
• Identify workflow issues and escalate scheduling or delivery risks where necessary.
• Help maintain efficient workflows and support ongoing improvements to Post Production processes.
* Technical Oversight & Delivery
• Support version control and delivery tracking processes across projects.
• Ensure media management procedures and best practices are followed consistently.
• Work alongside Senior Editors and Edit Assistants to ensure technical specifications and delivery requirements are met.
• Maintain awareness of current workflows, delivery formats, codecs, and technical requirements.
• Support ongoing studio security protocols and internal best practices.
* Process and Communication
• Maintain project trackers, schedules, and reporting systems.
• Help develop and maintain workflow documentation and Standard Operating Procedures (SOPs).
• Collaborate with Production and Post teams to ensure smooth transitions from shoot through to delivery.
• Provide regular status updates to the Production team and senior management.
• Attend meetings where required and communicate key actions clearly.
* Client Communication
• Maintain clear, professional, and timely communication with clients across active projects.
• Act as a day-to-day operational point of contact for Post-Production queries, schedules, deliverables, and status updates.
• Work closely with Producers and Editors to ensure client expectations, timelines, and delivery requirements are communicated accurately.
• Ensure all client-facing communication reflects the professional standards of the company.
• Support the management of delivery notes, review links, approvals, and project follow-up communication.
• Escalate client concerns or delivery risks to senior management where required.
* Administrative & Operational Support
• Monitor project timescales and working day allocations.
• Support resource planning and freelancer coordination.
• Assist with project reporting and operational administration.
• Ensure project documentation, logs, and assets are properly maintained and archived.
Key Requirements:
• 3+ years’ experience in a similar role.
• Excellent organisational and time-management skills, with a proven track record in managing multiple projects simultaneously.
• Strong written and verbal communication skills and a collaborative approach to working across teams.
• Good understanding of Post-Production workflows, delivery formats, and media management.
• Good working knowledge of Adobe Creative Suite, particularly Premiere Pro and Media Encoder; working knowledge of DaVinci Resolve is a plus.
• Experience in creating and maintaining spreadsheets and project-tracking systems, and using scheduling software.
• Strong attention to detail and commitment to high-quality output.
• Ability to remain calm and solutions-focused under pressure.
• Collaborative, proactive, and adaptable in a fast-paced environment.