Tours and Operations Manager

1 week ago

London, United Kingdom HarrisonParrott Ltd Full time

Job purpose

The primary function of the Tours and Operations Manager is to ensure the effective and timely planning, organisation, contracting, budgeting, scheduling and logístical arrangements for a selection of tours and projects undertaken by the department.

Key accountabilities

Tour and project management
- Responsible for preparing contracts between orchestras, promoters and H/P
- Responsible for maintaining and updating tour schedules throughout the period of a tour/project from draft to final stages; maintain effective documentation; update all associated summary planning schedules for touring department.
- Responsible for preparing and maintaining detailed tour budgets and cash flows; liaising with Senior Accountant to plan timing of payments/receipts and foreign currency requirements; deal with issuing of invoices and approval of expenses incurred by H/P;prepare and reconcile final statement of account to ensure effective financial management of tour/project
- Leading on maintaining effective and timely liaison and information flows between orchestras, promoters and H/P project staff on all aspects of tours and projects
- Managing risk assessments in liaison with Senior Manager and Sales Managers on allocated tours and identify appropriate insurance cover
- On-the-road tour management: Accompany touring group on tour as and when agreed and ensure smooth running of tour (on occasion).

Departmental
- Managing effective systems to ensure that key dates (including budgeting, contracting, making logístical arrangements, finalising all accounting, payments and receipts at tour end) on all the department’s tours and projects are met on a timely basis. Thiswill include timely reminders to other managers in the department and a monthly report for the Director of key dates not met.
- Ensure there is an overview of current and future touring projects
- Manage systems to ensure that departmental expenses and income are correctly registered across systems
- Coordinate internal planning of tour allocations, sales trips and annual leave
- Organise and coordinate training sessions
- Point of contact for Touring section on HP website
- Supervise collating, storage and distribution of all client marketing materials and departmental archiving
- Assist in managing the department's relationships with travel and cargo service providers, and ensure that such relationships continue to meet the needs of the department in the most efficient and cost-effective way

Systems
- Managing budget templates
- Responsible for Contract templates (and liaising with company solicitors as agreed with Director)
- Responsible for effective assessment of risk and procedures for placing insurance cover
- Lead on the company’s bespoke database functionality for tours and projects
- Report on tour financials
- Responsible for Archiving

Sales and strategy support
- Prepare and maintain detailed tour budgets for various projects in sales phase
- Responsible for maintaining internal systems to ensure key info about touring clients and/or tours in sales phase are up to date
- Prepare custom reports as needed by stakeholders

Other responsibilities
- Generally, carry out such other functions as may be reasonable from time to time

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