Senior Production Coordinator

The Senior Production Coordinator works closely with the Head of Operations & Production and is responsible for the preparation and management of various operational and production documents, including schedules and call sheets, to help facilitate the smooth logistical delivery of the festival. This role works across multiple departments to collate, prepare event information and then share with external stakeholders, venues, event staff and crew, and is a key point of contact for various suppliers, from pre-production to festival wrap-up.

Apply now and be part of our 33rd Edition at:

Planning, Systems and Processes

• Contribute to core operational documents such as event management plans, risk
• assessments and handbooks to provide guidance and important resources to the festival team
• Collate key event information to create production documents and schedules to be shared with venues, venue coordinators, and crew.
• Contribute to the festival scheduling meetings from a production perspective
• Monitor and update production deadlines on the festival project management system (Click Up), tracking and communicating key deadlines to other departments as required
• Work with the Film and Box Office teams to establish a system for audience voting and its delivery during the festival
• Set up and deliver the system to allow for remote questions during festival Q&As and Sessions
• Work with the Communications team and Film Crew to make sure Industry Sessions, Talks and Q&As are filmed and recorded, providing scheduling information and managing the process of tracking and handling audio and video recordings
• Have regular 121s with the Head of Operations & Production, communicating progress on tasks, assessing workload and flagging any potential issues.

Financial

• Work to assigned budgets, sourcing comparative quotes when necessary with a view to keeping expenditure as low as possible
• Update the Head of Operations & Production on anticipated fluctuations in budgets
• Track, receive, and approve invoices, maintaining clear communications with the Finance team and Head of Operations & Production on payment schedules.

External Stakeholder Liaison

• Be the main point of contact with the festival digital film management provider (Cinebox) to make sure they have all materials and assets required for DCP conversion and that distribution to cinemas happens in accordance to deadlines
• Find new or work with established suppliers for hired-in small IT equipment and furniture across the event, working with all internal departments to identify requirements and managing deliveries and distribution around the festival as well as collation post-festival and return to the supplier
• Contribute to Stage Manager and Venue Coordinator training sessions, assisting with scheduling, planning and delivery to make sure the day runs smoothly.

People Management

• Line Manage the Production Assistant and Production Runner to make sure they remain on task, are well briefed and supported to fulfil their role
• Assist the Box Office Manager to prepare rotas for Venue Coordinators and use these to estimate and track expected fees, making sure this remains within budget as set by Head of People & Access
• Assist Communications with the preparation of a filming rota across the festival
• Support Stage Managers and Venue Coordinators in advance of and throughout the festival
• Make sure appropriate volunteers are scheduled, briefed and supported in any production-related roles.

Festival delivery

• Set up and coordinate the festival production base
• Make sure all venue staff, technical crews, venue coordinators and other stakeholders are fully briefed and have the relevant access to information to deliver events effectively
• Monitor and support Stage Managers and Venue Coordinators closely across multiple locations Check and monitor venue setups and technical delivery across specified events making sure a consistent and high standard is maintained
• Make sure arrangements have been made for the festival Film Crew positions and setups at each venue
• Be the point of contact for the print management team on site, assisting them with working locations, access to venues, and being across any technical issues with screenings
• Be on hand to support specific events where necessary
• Liaise with internal teams and external venues to ensure festival signage and branding is
• installed appropriately
• Receive, setup, distribute and track hired in equipment and furniture
• Attend and feed in to daily production meetings.

Post festival

• Collect, check, and return hired in equipment and furniture
• Plan and assist with venue break downs
• Prepare handover and information for festival debrief.

Additional

• Answer phones and direct enquiries to the relevant team
• Respond to internal and external queries via email and on Google Chat
• Oversee tasks allocated to Festival Assistants within your team
• Actively promote and support diversity and inclusion in all Sheffield DocFest activities
• Adhere to Sheffield DocFest health & safety policy
• Adhere to and actively participate in how Sheffield DocFest delivers on our commitment
• to the environmental policy
• Ensure all data stored is GDPR compliant
• Be an ambassador for Sheffield DocFest and maintain a professional approach at all times
• Create and maintain good working relationships with all Sheffield DocFest colleagues
• Commit to and uphold Sheffield DocFest values: creativity, empathy, freedom, inclusivity and internationalism.

This is a non-exhaustive list of deliverables, and from time to time, the postholder may be required to undertake other duties that may be reasonably required.

Apply now and be part of our 33rd Edition at:

Job Type: Freelance

Pay: £110.00 per day

Benefits:

• Company events
• Work from home

Work Location: Hybrid remote in Sheffield S1 2BX