Production Coordinator in London

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.

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.

ABOUT THE ROLE

A BRIEF SUMMARY

As the Production Coordinator, you will support and coordinate the planning, production, and delivery of a variety of projects. You’ll collaborate closely as part of a focused team, while also working alongside a wider crew. You will engage with a diverse range of both staff and freelance colleagues, using your initiative to ensure tasks and projects are completed to the highest possible standard. The role requires adaptability, with the ability to manage multiple projects concurrently. You should have proven experience in assisting with the delivery of projects or programmes, an understanding of the requirements at each stage of production, and a keen eye for detail.

Working location: London

Weekly hours: 40 hours per week

Reporting to: Senior Production Manager

Role type: Full-time, permanent

WHAT YOU’LL BE RESPONSIBLE FOR

• Supporting and reporting into the Senior/Production Managers across all contracts.
• Coordinating planning documents and rotas for staff and freelance crew across multiple productions.
• Onboarding and negotiating rates with freelance crew. Maintaining Cost Tracking across all projects.
• Proactive approach to assisting the production team in all stages of pre-production, production, and post-production for TV shows, live broadcasts, and special events.
• Overseeing production administration across all stages of delivery, including the creation, maintenance, and distribution of key documentation such as call sheets, risk assessments, and method statements.
• Recording meeting minutes, script transcription and music cue sheets, ensuring all production documentation is accurate, compliant, and updated in line with changing project needs and operational requirements.
• Coordinating TV production equipment hire, ensuring all requirements are booked in line with established processes from delivery through to collection.
• Ensuring health and safety protocols are adhered to during production, monitoring and escalating any production concerns to the Senior Production Manager/Production Managers in a timely manner.
• Organising and overseeing the logistics of shoots, including securing locations, arranging transportation, accommodation, catering, facilities and ensuring all necessary equipment and props are available.
• Providing on-site coordination during shoots and live broadcasts to handle any issues that arise and ensure operations run smoothly.
• Supporting the PM and Tech PM. Arranging accreditation, travel and raising PO’s for crew and in vision presentation teams.
• Independently managing day-to-day operations and ensuring smooth workflow across all tasks.
• Demonstrating strong proactive communication, prioritising the timely sharing of relevant information and ensuring transparency throughout the projects.
• Promptly escalating any challenges that may impact delivery, budget and timelines.
• Managing budgeting and cost tracking, while efficiently handling last-minute requests, all with a keen eye for detail in cost management.
• Guaranteeing all monthly costs are thoroughly accounted for and accurately recorded in the PO and invoicing logs.
• Maintaining clear and effective communication with internal teams, suppliers, and stakeholders to ensure smooth delivery of all production requirements.
• Ensuring effective and professional communication with clients and maintaining strong relationships.
• Liaising with finance to ensure all crew/freelance payments are processed.
• Ensuring compliance with HMRC guidelines for onboarding freelance crew.
• Following guidelines regarding GDPR regulations.
• Reporting risks, accidents and escalating them to the appropriate management team member.
• Working flexible and extended hours, including evenings and weekends when required, as well as on-call duties over the weekend, to meet production deadlines.

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

• Consider yourself an adaptable individual, capable of managing a dynamic and reactive workload.
• Have a comprehensive understanding of the entire production process.
• Possess a keen attention to detail and the flexibility to adapt to the needs of colleagues and the wider production team.
• Are a forward planner, multi-tasker, and can work calmly under pressure.
• Are solution focused, willing to find a resolve, even if it means deviating from a plan.
• Can work effectively as part of a collaborative team, as well as independently when needed.
• Exhibit problem solving, resilience, and tenacity.
• Have strong communication skills and can deal with multiple challenges at once.
• Demonstrate trust by acting with integrity, accountability, and transparency.
• Promote collaboration by working effectively across teams and sharing knowledge.
• Support innovation by contributing ideas and continuously improving ways of working.