Production Office Coordinator
Organisation: Team Love
Job Title/Role: Production office coordinator
Place of work: Team Love’s main office located in St Werburghs, Bristol and Various on site locations for key dates listed below.
Love Saves the Day festival - Ashton Court, Bristol
Forwards festival - The Downs, Bristol
Waterworks festival - Gunnersbury Park, London
Hours:
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For office work, 3 days a week / 8 hour working day.
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For onsite work approx. 8-10 hour days between hours of 8am-8pm, please note that shifts may be longer and extend beyond 8pm on live show days. The full drafted rota will be discussed with the successful candidate.
Office Days: Regular working pattern to be agreed with successful candidate.
On Site Dates: You must be available for the below dates
Love Saves the Day
Friday 9th May - Tuesday 27th May (18.5 working days / 0.5 days off within this period)
FORWARDS
Thursday 14th August - Wednesday 27th August (14 working days)
Waterworks
Wednesday 3rd September - Wednesday 17th September (15 working days)
Rate of Pay: £8,652 for the 6 month fixed term contract, based on 3 days per week (equivalent to £28,840 full time annual salary) plus onsite overtime.
Start Date: First week of April
Employment Type: PAYE - 6 Month fixed term contract
Employment Term: 6 months - End of September (week ending 28th September)
Application closes: 8pm, Sunday 23rd February 2025
Interview Date(s): Wednesday 5th March
About Team Love
We are one of the South-West’s leading event production companies, specialising in music festivals and events. We co-programme and produce a number of innovative, large-scale events (Love Saves The Day, Love International, Simple Things, Waterworks, FORWARDS and the Silver Hayes area of Glastonbury). We also run our own venue, an established cornerstone of Bristol nightlife, The Love Inn.
Social responsibility is central to our work, we aim to produce events which contribute to wider change in the local community and beyond and run a number of additional dedicated projects and initiatives centring around social and environmental impact and change.
Please follow this link to find out more about Team Love.
About the Role
The Senior Production Office Assistant supports the smooth running of production operations across Loves Saves the day, Forwards and Waterworks shows. You hold responsibility for key practical aspects of advance and delivery of our events. This role is broad ranging and is integral to promoting cohesive working between onsite teams and keeping things running efficiently.
A collaborative approach to working with other departments within the company, our partners, stakeholders and suppliers is required as you will be liaising with them regularly. It is vital that you maintain strong and positive working relationships with them all, ensuring that they have any information required.
You should have a good understanding of how the different departments within the company intersect to help communicate relevant info / updates accordingly.
This role requires you to monitor systems and procedures, be proactive and report any issues to your Line Manager with practical suggestions for solutions. You should also have an eye for detail as you will be dealing with large amounts of information that will need to be translated into delivery on site.
A good understanding of company policies and values is necessary in order to implement them through your work with Team Love.
Key Responsibilities -
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Collating catering requirements for Love Saves the Day, Forwards + Waterworks sites
(This is a time-consuming task that demands a keen eye for detail and strong relationship management across all crew areas. It is essential to gather all relevant information promptly to meet catering deadlines. This responsibility is a key aspect of the Senior Production Office Assistant’s role, and you will collaborate closely with the Accreditation team to ensure the crew catering numbers remain as up to date as possible at all times. Effective communication with our Catering Manager and their team is vital; they must be kept regularly informed about numbers and dietary requirements. Chasing contactors and crew for missing info - important for catering and key site details.)
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Creating and processing crew & contractor deal memos and requirement forms via Production software system
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Management of allocated Production sections of the budget - obtaining quotes, booking services in, raising Purchase Orders and liaising with Finance Account Manager to ensure the budget is as up to date as possible at all times
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Ensuring all Production suppliers requirements are fully agreed and that they are facilitated to deliver required services
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Duty management of the onsite Site / Production Office.
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Feeding all relevant info into Site Plans, Schedules, Event Management Plans and other required production documentation
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Collating crew accommodation requirements and making bookings.
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Working with the Site office Coordinator/Manager to brief all production crew ahead of coming to site/at point of booking.
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Shared responsibility for production logistics, kit and other event equipment including container inventories.
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Coordinating the Onsite shop - staffing, stocking and programming of tills.
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Crew handbook collation and printing.
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Creating & printing Meal & Drinks Tokens for all events.
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Working with the Site office coordinator to circulate pre-show production/site office email shortly before going on site for an event build.
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Ensuring that all pre-show tasks are completed in good time and all site info / equipment has been fully collated for the events alongside the site office coordinator. Filing insurance and H&S documentation on Google Drive (checking all expiry dates).
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Shared responsibility for maintenance of event information on websites.
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Working on the enquiries inboxes ensuring that all are monitored regularly, emails are responded to and logged alongside the marketing assistant and other production team members.
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Responsibility for resident comms onsite (supported by the Production, Marketing Assistants and Operations manager) - (Love Saves the Day, Forwards + Waterworks).
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Coordination of Resident Event (Forwards) - alongside the year round production office assistant.
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Coordinating Production Office Assistants as well as the info point team ensuring they are fully briefed, setting them tasks and giving them access to all information that they need.
Personal Characteristics
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Comfortable in busy environments
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Able to work under pressure
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Collaborator and connector
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Enjoys being around people
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Eye for detail
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Empathetic
Skills and Experience:
Essential
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Experience of using computers in particular spreadsheets & google suite.
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Confident, friendly and positive communicator - in-person, on the phone, emails and via messaging services.
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Have experience of organising large amounts of data previously.
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Comfortable in a front facing role.
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Organised & able to plan effectively.
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Good attention to detail.
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Works well in a team environment.
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Flexible thinking and the ability to respond to changes as they arise.
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Experience of working on a greenfield event site.
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An ability to stick to time commitments.
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Previous experience of organising small groups of people.
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Having worked in an onsite office environment.
Desirable
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Previous experience of catering advancing.
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Having used the finance system Xero before.
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Budget management.
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Experience advancing accommodation.
Role Specific Information:
Travel to and from Site - The Bristol festival sites are accessible by public transport and on event days, we run a free crew bus service. A set financial contribution will be provided for travel to and from London for Waterworks.
Onsite Accommodation - n/a for Bristol shows - you will not be required to stay on site overnight. For the London show you will be given the option of a shared room in accommodation close to the event site or to camp in a tent on site in the crew area with access to backstage toilets and showers. Camping Kit can be loaned for use if required.
Meals Onsite - There is some catering provided when on site and on shift at events - full details will be confirmed with successful candidate.
Other Information
Organisation EDI Statement - Team Love is committed to increasing diversity within our workforce, promoting equality and openly challenges discrimination. We welcome and encourage job applications from people of all backgrounds - please click here to read our Equality, Diversity and Inclusion Policy
Organisation Access Statement - We are also committed to promoting equality of opportunity for disabled staff. We aim to support disabled staff by making reasonable adjustments wherever possible to prevent any disadvantage. If you would like to discuss this informally and confidentially prior to making an application, please contact our Accessibility Manager - accessibility@teamlove.org.
Physical Description of Work
This role is a mixture of office based, and on site work at our events, with desk work, and some physically active work, involving some moving and lifting, required in both settings. A number of our events take place on greenfield sites and the role requires someone to move around independently and extensively.
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Next Steps
If you think this sounds like the role for you, please apply here using this application form.
If you have any questions about the role, or need the application form in an alternative format please contact jobs@teamlove.org
Application deadline - 8pm Sunday 23rd February 2025
Interviews will be held on Wednesday 5th March Applicants must be available for interview on this date.
Team Love operates under UK Employment Law and we will require evidence of your right to work in the UK at interview stage.