Production Assistant

Job Summary:Company: Festival RepublicDepartment: ProductionLocation: Farringdon, London and onsite at festivals across the UKReports to: Production Coordinator  Working Hours: Full time office hours plus additional site working at festivals including some weekend working in June, July and August where shifts are 8am – 8pmContract type: Fixed term contract until November 2024Role DescriptionThe Assistant provides administrative support to the Production Co-ordinator and so is a key part of the planning team for their events. The main aim of the role is to assist in ensuring infrastructure, contractors and staff are booked and arrive correctly.Festival Republic festivals include Latitude, Wireless, Wilderness, Reading and Leeds Festivals, The Great Escape, Electric Picnic and a number of large-scale outdoor shows across the summer. You’d be working on a number of these shows (exact shows TBD) and so will have the opportunity to have input and insight into in some of the UKs largest and most exciting live music events. Who you areCompetencies / Skills / Knowledge / Experience Previous experience in an administrative support role would be advantageousExperience as a Festival / Events Assistant would be highly advantageousExceptional organisational and administrative skills with accuracy and attention to detailExcellent written and verbal communication skills Knowledgeable in Microsoft Office, especially Word and Excel An aptitude for detailed work and joined up thinkingThe ability to prioritise and meet deadlines Analytical skills Behaviours The following attributes determine how the role will be carried out and are required to be a successAbility to work as part of a teamThrives under pressure and keeps a level head Proactive approach to problem solving Working to a timeline for achieving tasks, targets and meeting deadlines What the role includesPreparing specifications for all infrastructure. This would include trakway, big tops, marquees, fencing, barriers, furniture, toilets, showers, plant and machinery, vehicles, cleaning and waste management, radios, telephones, IT, catering, décor, signage, power, water, office equipment etc.Assisting with budget preparation and updating on an ongoing basis as delegated Regular liaison with and progress reports to the Production Co-ordinatorIf delegated by the Production Co-ordinator, negotiating and agreeing best prices for each contract using agreed rates under group buying deals where applicable, raising purchase orders and liaising with accounts over payment schedules. Keeping track of whether all purchase orders have come back signedSending out confirmation letters, purchase orders and relevant Health and Safety paperwork and ensuring that any additional documentation required as a condition of contract by the Licensing Co-ordinator is includedCollating and booking all contractors’ and staff requirements onsite  Ensuring all contacts for the show are updated and circulated throughout the planning process Keeping the production schedule up to date throughout the planning process and ensuring all contactors and staff arrival and departure details are included  Ensuring all plant and vehicles are correctly insuredAssessing and booking onsite and offsite accommodation Organising/attending contractor or internal meetings, preparing agendas, minutes and following up on action points as requiredLiaising with sponsorship teams and bars / traders (including boutique camping) and ensuring their requirements have been metRecruiting and booking staff for the production officeOrganising the set up / delivery of all kit and services to the production and licensing officesRaising invoice requisition forms for rechargesDealing with accounts queries – checking purchase orders, details of payments and agreed terms, investigating problemsReconciliation of missing equipment, damaged vehicles and plant post showCollecting production and contractor debriefsEqual OpportunitiesWe are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion.  You will be working in an inclusive environment and be encouraged to bring your whole self to work.  We will do all that we can to help you successfully balance your work and homelife.  As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.  It’s talent that matters to us and we encourage applications from people irrespective of their gender identity, race, sexual orientation, religion, age, disability status or caring responsibilities.The CompanyFestival Republic is part of Live Nation Entertainment which is the world’s leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media and Artist Nation Management.APPLICATION DEADLINE: 6TH DECEMBER 2023. We reserve the right to close applications at any time.#FestivalRepublic