Project Planner (Fixed-term maternity cover) in High Wycombe

ABOUT THE COMPANY

Gravity Media deliver an unparalleled range of media services and solutions to clients worldwide utilising outside broadcast trucks, fly-packs and studios spanning the United Kingdom, ROI, Europe, the Middle East, the United States and Australia offering market-leading broadcast, technology, production, and post-production solutions across many of the world’s most-watched live events and entertainment programmes.

OUR PEOPLE

We have a passion for problem solving and thoughtful innovation and recognise our collective differences play a huge role in our success. Our teams are talented, passionate, dedicated, take pride in their work and support each other. We encourage applications from all backgrounds and are dedicated to attracting and developing talent, empowered through an inclusive culture. All suitably qualified applicants will be considered regardless of gender, race, sexual orientation, national origin, disability, religion, and age.

LEADERSHIP BEHAVIOURS

We hold high expectations of our leaders and managers who are responsible for driving the success of our people and the organisation. Our managers give clear communication, lead by example and feed back to foster growth and development of their team members. Management excellence is essential to the company’s success, and effective leadership requires a combination of interpersonal skills, strategic thinking, and a commitment to providing a positive and productive work environment.

COMMITMENT TO EQUALITY

Gravity Media is an equal opportunity employer and we welcome a diverse range of applicants. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalised as a result of such a request.

ABOUT THE ROLE

Reporting to: Team Leader Project Planning

A BRIEF SUMMARY

We’re looking for a sharp, detail-driven Project Planner to support our onsite delivery for broadcast and media projects. If you thrive in dynamic environments and love being the person who keeps everything ticking, this role is your backstage pass. This key role involves close collaboration across the Media Services team to help facilitate all the needs of both OB and Flypack operations. From client, crew, and third-party comms to building event paperwork, you’ll be the engine that powers our projects behind the scenes. Your day-to-day will keep projects flowing — whether it’s dealing with last minute requests or making sure every piece of paper lands in the right hands. You'll work closely with Unit Managers, Project Leads and technical staff to ensure smooth delivery on every level. The ideal candidate will thrive in a dynamic environment, possess excellent communication skills, and have experience in managing complex logistical workflows across multiple projects.

WHAT YOU’LL BE RESPONSIBLE FOR

• Help lead operational delivery and the operational execution of projects, working closely with the client and commercial teams to ensure smooth delivery.
• Acting as a key liaison point for internal teams, freelancers, and clients before and during projects.
• Translating the commercial information to the crew planners and scheduling departments to make sure a project is working to budget.
• Ensuring all travel, accommodation, and per diem arrangements for crew and freelance staff are in place and on budget.
• Booking and liaising with third party suppliers on a day-to-day basis collecting RAMS, crew details and costings.
• Support the tracking of project spend, raising purchase orders, and maintaining accurate costs within business central.
• Create and review sales orders upon project completion, ensuring accuracy, completeness, and alignment with margin and profitability targets.
• Detailing crew requirements for projects to the scheduling department.
• Help with creating call sheets, risk assessments, dispensations, RF Frequency bookings and ensuring timely communication of key information (location, schedules, contact details, access info, etc.) to relevant stakeholders.
• Applying for film permits, parking permits and liaising with local authorities / stadiums when required.
• Support applications for VISA and overseas workings for both staff and freelance crews.
• Supporting and mentoring Crew Planners ensuring seamless collaboration for projects.
• Onboarding new suppliers and gathering third party information.
• Providing on-site project support as required for major projects or events.
• Acting as a key liaison between all the internal teams, clients, and freelancers.
• Maintaining and improving internal coordination systems, checklists, and workflows.
• Good understanding of GDPR regulations and ISO9001 compliance requirements.
• Submitting data for Albert Carbon Footprint.

All employees are expected to contribute and participate in work activities in line with our management system to ensure the continual improvement of our business.

THIS ROLE IS FOR YOU IF YOU

• Have experience in coordination, preferably in broadcast, live events, or studio environments.
• Are highly organised, proactive, and detail-oriented, with the ability to juggle multiple projects simultaneously.
• Thrive in fast-paced environments and remain calm under pressure.
• Understand travel logistics, crew welfare, and production scheduling or a willingness to learn.
• Discretion and professionalism dealing with sensitive crew data and travel documentation.
• Problem-solving mindset, navigating last-minute changes or travel complications calmly and efficiently.
• Be prepared to be on call in the evenings and weekends when crew issues arise.
• Proficiency in Microsoft Office and scheduling tools, such as Excel, Outlook, and crew management systems.
• Team player attitude working seamlessly across departments and fostering a positive team culture and have a can-do attitude.
• Have bags of enthusiasm.