Crewing Operations Coordinator

6 months ago

Crawley, United Kingdom NEP UK Full time

**The Role**

**CREATIVE TECHNOLOGY UK**
The Crewing Operations Coordinator is responsible for the coordination and booking of onsite crew (both in house and freelance) for all CT Live events in a professional, effective, and timely manner.
This role requires exceptional relationship management and customer service skills; as well as a high level of time management and attention to detail which, in turn, will support the operations service delivery goal.

**Responsibilities**
- To source and book technical crew for multiple events in locations worldwide. Including the negotiation of their rates and expenses, as well as monitoring working hours and schedules.
- To plan, locate and book hotel accommodation to budget. Distributing confirmations and ensuring payments are made.
- To plan and arrange complex crew travel arrangements (including flights, trains, car hire and transfers, checking for restrictions). Distributing confirmations and ensuring payments are made on time and within budget.
- To manage and maintain Creative Technology’s on-site engineer and freelancer diaries on our in-house system, Rental Point
- Monitoring and processing of Purchase Orders via Rental Point and Navision. Ensuring timely reconciliation of all invoices and purchase orders for travel and expenses
- To assess freelance crew at time of engagement against IR35 tax rules, issuing relevant documentation and maintaining accurate internal records.
- The sourcing and processing of new freelancers through the contractor approval process. Management and control of the Freelancer Recruitment mailbox
- Maintaining In-house system with the most up to date and accurate information in terms of crew personal information, skill sets and availability etc. - ensuring all on going checks are carried out against company requirement and policy.
- To update and maintain Public Liability Insurance (PLI) data and proactively chase up new certification.
- Management of crew data (passports, certification, company status etc.)

**JOB DESCRIPTION**
- To assist in the administration and booking of all on site crew training. Ensuring the crew training matrix is up to date and proactively contact crew whose licences / qualifications are due to expire.
- Relationship building with all CT staff and external freelancers. Understanding how and when to communicate (verbal / written etc)
- To attend and contribute to the bi-weekly Crewing Operations Meeting including the taking and distribution of meeting minutes where required.
- To proactively improve personal technical and company knowledge by speaking with department managers, in house technicians and engineers; to understand Creative Technology’s inventory and attend educational workshops where appropriate.
- To adhere to the department customer service levels and policies as well as group wide policies (including confidentiality) and core values.
- To assist (where appropriate) in new starter training to both the department and company, ensuring the crew booking processes and requirements are known and understood.
- Maintain and update the departmental manual as and when required.
- To understand and embody the “Right for Site” methodology, ethos, and mantra.
- Other administrative duties and support of the Crewing Operations Manager or Crewing Operations Supervisor

**Skills / Qualifications**
- Ability to plan and prioritise workloads.
- Ability to multi-task and work under pressure
- Desire to work both individually and as part of a team.
- Strong and confident communicator with positive interpersonal skills
- Proven track record in customer service
- Meticulous attention to detail
- Ability to work logically and systematically.
- Pro-active and self-motivated; ability to use initiative and escalate issues when appropriate.
- General computer literacy; good working knowledge of Microsoft Office packages, Word, PowerPoint, Excel, Teams

**Personal Attributes**
- **Communication** - the ability to speak and write to be clearly understood by others, using appropriate vocabulary, grammar and style.
- **Teamwork **- a sense of team can make a significant difference in whether you meet or fail your objectives. Team meetings are required to share information, tips, leads and successes are essential. Just as important is maintaining the bond across the team.
- **Initiative **- the willingness to move things forward by acting without needing to be asked and without due escalation.
- **Resilience **- the ability to cope with difficulty, negotiate obstacles, to optimise performance in the face of adversity. Take rejection as a personal challenge to succeed with the next client and turn a loss into a development opportunity.
- **Organising Work** - Able to manage own time efficiently and to handle multiple activities in parallel to accomplish goals. Be conscientious and take great pride in your work.
- **Inquisitive **- the ability to ask appropriate questions and understand the implications.
- **Analysis** -

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