Production Assistant

2 weeks ago

London, Greater London, United Kingdom LiveNation Full time

Company:
Festival Republic

Event:
Download Festival 2023

Location:
Farringdon, London or Donington Park, Derbyshire

Reports to:
Production Coordinator

Working Hours:
Full time with additional everything and weekend working throughout the festival season as required onsite

Contract type:
Fixed term until end of July 2023.

Role Description


The Production Assistant provides administrative support to the Production Coordinator and so is a key part of the planning team for their events.

The main aim of the role is to assist in ensuring due diligence when costing, booking, and managing all infrastructureand contractors.


Who you are

Competencies / Skills / Knowledge / Experience

Essential

  • Aptitude for detailed working with a high level of accuracy
  • Joined up thinking
  • Ability to prioritise and meet deadlines
  • Working under pressure / in a pressurized environment
  • Exceptional organisational and administrative skills
  • Excellent communication skills
  • Analytical skills
  • Attention to detail

Behaviours
The following attributes determine how the role will be carried out and are required to be a success:

  • Using initiative and a proactive approach to problem solving
  • Levelheadedness

What the role includes

  • Regular liaison with and progress reports to the Production Coordinator
  • Organising meetings as required and circulating minutes, agendas etc
  • Minute taking in meetings accurately as delegated to include action points. Following up and using initiative to action points.
  • Following up on action points from debriefs, agency meetings, internal meetings and so on
  • Assisting with budget preparation and updating on an ongoing basis as delegated
  • Preparing specifications for all infrastructure. This would include trakway, big tops, marquees, fencing, barriers, furniture, toilets, showers, plant and machinery, vehicles, cleaning and waste management, radios, telephones, IT, catering, décor, signage,power, water, office equipment etc
  • Then negotiating and agreeing best prices for each contract using agreed rates under group buying deals where applicable, raising purchase orders and liaising with accounts over payment schedules. Keeping track of whether all purchase orders have come backapproved and sending out business T&Cs.
  • Collating and booking all contractors' and staff requirements onsite
  • Ensuring all contacts for the show are updated and circulated throughout the planning process
  • Keeping the production schedule up to date throughout the planning process and ensuring all contactors and staff arrival and departure details are included on it
  • Ensuring all plant and vehicles are correctly insured
  • Assessing and booking onsite and offsite accommodation and sending out information sheets to each staff member or contractor.
  • As delegated liaising with sponsorship teams and bars / traders (including boutique camping) and ensuring their requirements have been met
  • Organising the set up / delivery of all kit and services to the production offices
  • Raising invoice requisition forms for recharges
  • Dealing with accounts queries checking purchase orders, details of payments and agreed terms, investigating problems
  • Reconciliation of missing equipment, damaged vehicles and plant post show
  • Dealing with insurance claims post show
  • Collecting production and contractor debriefs and passing to Licensing Coordinator for collation
- any other tasks as delegated

  • Working onsite in the Production Office

Equal Opportunities

The Company


Festival Republic is part of Live Nation Entertainment which is the world's leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media and Artist Nation Management.

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