Crew Coordinator

What makes Neg Earth different and what we can offer you Founded in 1983 by Dave & Pip Ridgway, Neg Earth Lights is a family‑owned lighting and rigging equipment supplier for the entertainment industry. We are based at our purpose‑built state‑of‑the‑art facilities in Park Royal, London. Every day is different and brings new and exciting challenges. We have a commitment to a sustainable live events and touring industry, one that sparks real emotions and long‑lasting memories whilst creating a sense of belonging for our team. With over 40 years' experience of investing in the latest equipment, in our people, and in our relationships, we encourage ingenuity, creativity, and the exploration of new ways to collaborate. From concept to delivery, our team wear our reputation for innovation, quality, and reliability as a badge of honour. We seek to invest in the latest and best equipment and ensure everything, from flight cases to truss is maintained to the highest standard. We are forward thinking and flexible, making the complex, simple and the simple, exceptional. No matter the size or scale of the project we take pride in our consistency and customer focused approach. For us, your training and development takes centre stage, from your first day to your last we will encourage and support you throughout your career development. Our NELL Academy training programmes support your wellbeing and ensure you have the skills and knowledge to excel in your role. Our Leadership programmes enable our managers to help you succeed and our competencies guide your development and realise your full potential. We create an inspirational environment rewarding employees for their hard work. With us, everything is possible, and we strive to ensure every member of our team can take pride in their delivery of projects and promoting creative solutions.

About You & the Role The purpose of this role is to ensure that Neg Earth's reputation for excellence and innovation is enhanced, by supporting the management and practical implementation of each project and ensuring that all project operations run as smoothly as possible behind the scenes. Identifying, allocating and confirming the right crew for a project is as important as the equipment we send. This entails facilitating each project's efficient progress through the company with thorough documentation and use of internal systems, as well as maintaining excellent internal and external communications. Working closely with the Project Managers primarily to manage the practical application of each project from identifying, allocating and confirming the right crew for a project, through to completion of invoices. Project coordination ensures the smooth running of a project from quotation to delivery, including building strong working relationships both internally and externally.

Your Duties

• Crew planning and interaction: Being a friendly point of contact and support for the crew on tour, identifying crew skills and dynamics required for a job and working with the wider team to ensure that all projects are adequately crewed. Co‑ordinating requests at the crew planning meeting. Working with the project team members to make sure that all projects are adequately crewed. Maintaining crew availability so that all non‑available dates are visible. Ensuring that Crew details and documentation are correct and in line with GDPR requirements, including new contracts, rates, skills, personal requirements and visa applications. Taking responsibility for crew needs on a tour and manage expectations. Facilitating impact of equipment changes with crew. Ensuring that crew invoices match confirmations and work through discrepancies with finance and the PM's. Resolving both internal and external queries.
• Project Administration: Supporting project team by efficient and streamlined project administration process and working to agreed deadlines. Actively seeking ways of streamlining administrative tasks. Supporting team members to ensure that all crew requirements are correctly administered and deadlines met. Working with Project Managers to deliver all key crew related tasks within agreed deadlines and to the agreed budget. Maintaining all crew related files. Maintaining an accurate and detailed crew tour schedule.
• Project financials and budgets: Raising purchase orders timely, accurately and in line with PO process, attaching sufficient support for authorisation. Procurement and booking of accommodation and travel as needed for prep and for production.
• Client liaison and relationship management: Building positive relationships with clients through effective communication and customer support. Demonstrating care and attention to detail by attending gigs where possible.
• Health & Safety: Working in conjunction with the H&S team to manage the production of Neg Earth Lights Ltd Health & Safety documentation to an industry-leading standard including method statements and risk assessments. Creating additional health & safety files specifically affidavits and crew personnel for international authorities as tour appropriate.
• Internal relationships: Maintaining accuracy of all projects related information throughout the project life span and ensuring efficient communication of all project related crew requirements. Updating and communicating changes in crew requirements. Resolving any issues related to crew personnel.

Standard Companywide Responsibilities: Any other duties as required / authorised by your Line Manager / Line Management reporting line. Comply with all Health and Safety requirements. Comply with all Policies and Procedures. Ensuring that work areas are always kept in a clean and tidy manner.

Requirements Your Skills, Qualifications and Experience

• Essential: Proficient in business administration of all freelance crew documentation required and maintained internally / externally for productions. A good accounting knowledge in relation to purchase orders and invoicing. Ability to work autonomously whilst being a real team player. Willingness to take ownership and accountability. Ability to plan, organise, prioritise, delegate and oversee workload. Ability to work under pressure and to tight deadlines, demonstrating resilience, flexibility, and ability to maintain positive relationships. Can‑do positive attitude. Great communication skills. The show must go on so providing a 7‑day operation/service is key. Therefore, the ability to work paid overtime on occasions, including weekends is essential. Advanced MS Office applications skills – Outlook, Excel, Word.
• Desirable: Industry knowledge and experience working in the live events environment. Experience in working with freelance crew. Knowledge of entertainment lighting and rigging. Good product knowledge for the full range of Neg Earth Lights Ltd stock along with a sound understanding of market trends and latest technology. Knowledge and use of a Crew Management System, Previous use of Easy Job or Hire track.