Production Coordinator in City of Westminster

Sonia Friedman Productions (SFP) is a West End and Broadway production company responsible for some of the most successful theatre productions in London and New York. Since 1990, SFP has developed, initiated, and produced over 185 new productions and together they have won a staggering 58 Olivier Awards, 34 Tonys and 2 BAFTAs. We are looking for an exceptional individual with previous production experience and flawless administrative skills for the position of Production Coordinator, based at our busy production office in Covent Garden.

Position: Production Coordinator

Reporting to: Associate Producer ('AP') or General Manager ('GM')

Contract: Full time

Hours: 10am–6:30pm Monday–Thursday and 10am–6pm Friday (1 hour lunch break). Due to the nature of this role some evening and weekend work will be required, and you may be asked to work additional hours from time to time. This role may also require travel and occasional overnight stays.

Salary: Dependent on experience

Required Experience: Demonstrable experience working in the theatre industry at a Production Coordinator level or similar.

Job Purpose: To provide general management and production support for SFP productions in the West End, Broadway and internationally. All responsibilities are in conjunction with the relevant show team with approval from the appropriate AP / GM.

Production Responsibilities

• General
  • Act as the deputy day-to-day contact for assigned production(s).
  • Represent SFP at internal and external meetings and events.
  • Liaise with creative teams, theatre staff, and Management to resolve production-related questions.
  • Maintain regular communication with Company Managers.
  • Visit assigned productions regularly to provide support and oversight.
  • Support Company Managers in providing pastoral care to company members, including creatives, when required.
• Scheduling and Planning
  • Draft production schedules in collaboration with directors, designers, production Managers and SFP's Inventory & Sales department.
  • Organise and manage Opening Nights and special events for assigned productions.
  • Provide support for Opening Night and special events on all SFP productions as required.
• Human Resources
  • Lead recruitment of Stage Management and other production staff.
  • Provide casting support, including scheduling and coordination of auditions.
  • Respond to conduct-related concerns raised by company members, escalating issues appropriately and ensuring internal procedures are followed.
  • Attend investigation and disciplinary meetings as required.
  • Organise, attend and minute annual reviews with production staff where necessary.
• Creative Liaison
  • Liaise with creatives and attend meetings as required.
  • Attend production meetings, ensuring clear communication across all departments.
• Travel and Visa Coordination
  • Oversee travel and accommodation arrangements for cast and creatives.
  • Oversee the work permits and visas process, ensuring timely applications and renewals.
• Financial Responsibilities
  • Budgeting and Financial Oversight
    • Update and monitor production budgets in conjunction with AP / GM.
    • In collaboration with the AP/GM, review and analyse production accounts as prepared by external accountants in a timely manner.
    • In collaboration with the AP/ GM, prepare financial projections and circulate updated production accounts.
    • Liaise with accounts and production teams to ensure accurate, timely payments and account reconciliation.
  • Payroll and Reporting
    • Create and distribute SFP payroll, petty cash and show figure templates.
    • Set up, check and submit weekly payrolls from Company Managers.
  • Payments and Reconciliation
    • Generate payment requests and order per diems as required.
    • Operate within financial management systems.
  • Royalties
    • Prepare royalty statements and raise self-billing invoices for authors, creatives and cast.
  • Insurance
    • Administer production and rehearsal insurance claims as necessary.
• Contractual Responsibilities
  • Negotiation and Drafting
    • Availability check creative team members, associates, supervisors, production staff and cast.
    • Negotiate contracts for associates, supervisors, production staff and cast, in conjunction with the AP / GM.
    • Draft and issue contracts and agreements, including union and child performer licences.
  • Contract Administration
    • Maintain and update contract databases.
    • Ensure colleagues are informed of relevant contractual clauses.
    • Review and agree third-party contracts as required.
• Investment Responsibilities
  • Assist in drafting and proofreading investment documentation ensuring all financial content is accurate.
  • Support AP / GM in updating investors and co-producers with production and financial information.
• Marketing Responsibilities
  • Attend marketing meetings.
  • Provide full billing and contractual information for marketing, press and programmes.
  • Proof materials to ensure all contractual requirements are met.

General Duties

• Team and Office Support
  • Support new staff members with all of the above duties.
  • Cover other team members during leave or absence.
  • Deputise for AP / GM when required.
• Compliance and Representation
  • Stay current with union agreements, trade terms and statutory requirements.
  • Adhere to health and safety procedures, SFP employment policies and promote best practice.
  • Attend SFP performances, meetings and events as needed (which may include some evening/weekend work).
  • Work collaboratively as part of a team, covering other staff during leave.
  • Maintain confidentiality regarding all commercial and sensitive matters.
  • Carry out other reasonable duties as required.

Corporate Social Responsibility: our priorities

• Next Generations: introducing tomorrow’s audiences to the pleasures of live entertainment, recruiting, and nurturing the next generation of industry talent.
• Inclusion: improving and promoting diversity, inclusion, and well-being in the workplace.
• Sustainability: helping reduce our impact on the environment by making our business more sustainable.

We recognise that we do not have all the answers, but we strive to listen, to learn and to change in order to ensure SFP becomes a truly inclusive organisation. We therefore welcome and encourage applications from individuals from the widest possible range of backgrounds and particularly welcome applications from those currently underrepresented in our workforce.