Crewing Coordinator in Basingstoke

Reporting Line Manager: Crewing Supervisor

This key support role involves two primary areas of activity:

• Responsible for Coordination, allocation and booking of the labour requirement for the company's productions and projects.
• Providing practical and administrative assistance to the Directors, Project Management, Hire & Senior Management teams.

Specific Roles and Responsibilities:

• Allocation of crew and labour to the company's projects and productions.
• Booking and scheduling of freelance sub-contractors for events, as directed by the Project Management team, including raising of purchase orders, distributing work schedules etc.
• Commercially allocating the appropriate skill and cost of sub-contractors to the correct project roles, ensuring that the Company does not overpay for over-skilled crew or lack correct skill and experience on‑site.
• Negotiate and agree rates and terms for tasks and projects, with freelance sub-contractors.
• Ensure records of training, skills, qualifications & insurance for freelance subcontractors are maintained and kept up to date.
• Appraise new sub-contractors applying to provide services to the Company.
• Answer and handle incoming telephone enquiries in a professional and polite manner.
• Coordinate & allocate the Company's in‑house production Technicians to projects, monitoring their working hours, shifts and breaks.
• Book hotels and transport for crew and staff as required;
• Assist Operations Department in the booking and allocation of casual labour for warehouse operations as required.
• Investigate / resolve discrepancies between Sub Contractor invoices and Company purchase orders.

Representing the Company:

• This role is truly a "public face" of the company. It is vital that you deal courteously with, customers, visitors, callers and the public at all times and represent the company and its reputation in an impeccable manner.
• Maintain a good level of personal appearance, dress and cleanliness.
• A generally cheerful demeanour, engaging personality and sense of humour would be a huge advantage in making a success of this role.

Skills & Qualities Required:

• Good communications / interpersonal skills, with colleagues, suppliers and customers.
• An eloquent and energetic personality, able to negotiate and deal with suppliers and colleagues in a deadline‑driven environment.
• Have previous experience in an office /administration role, or similar.
• Have natural commercial awareness, with an ability to see the bigger picture as well as having an eye for detail and accuracy.
• Strong team working and interpersonal skills, the ability to be flexible and adaptable in a small team and rapidly changing environment.
• Have strong computer skills and be quick to learn new programmes and procedures.
• Be able to demonstrate effective prioritisation and time management skills.
• Experience in technical theatre / event production industry would be an advantage.
• A positive, 'can do' attitude and willingness to assist in all areas of need within the company.
• Good telephone manner and strong spoken language skills.
• Methodical and motivated individual, with passion for accuracy and excellence.
• Proactive, self‑motivated individual capable of working on their own initiative in a constantly changing and pressurised environment and fast developing company.

The above list of duties and responsibilities is not intended to be exhaustive. Employees are expected to adopt additional tasks when required. These tasks will be in keeping with the general profile of the role.