Production Assistant

Job Summary:Company: Festival Republic (EP Republic Ltd.)Event: Electric PicnicLocation: Bord Gais Energy Theatre, Grand Canal Dock, Dublin 2Reports to: Production CoordinatorWorking Hours: Full time. Additional hours and weekend work will be required throughout the festival season.Contract type: Fixed term until Oct 2024.Role DescriptionThe Production Assistant provides administrative support to the Production Coordinator and so is a key part of the planning team for their events. The main aim of the role is to assist in ensuring due diligence when costing, booking, and managing all infrastructure and contractors.Who you areCompetencies / Skills / Knowledge / ExperienceEssentialAptitude for detailed working with a high level of accuracyJoined up thinking.Ability to prioritise and meet deadlines.Working under pressure / in a pressurized environmentExceptional organisational and administrative skillsExcellent communication skillsAnalytical skillsAttention to detail.BehavioursThe following attributes determine how the role will be carried out and are required to be a success:Using initiative and a proactive approach to problem-solvingLevel-headednessWhat the role includesRegular liaison with and progress reports to the Production Co-ordinator Organising meetings as required and circulating minutes, agendas etc.Minute taking in meetings accurately as delegated to include action points. Following up and using initiative to action points.Following up on action points from debriefs, agency meetings, internal meetings and so onAssisting with budget preparation and updating on an ongoing basis as delegatedPreparing 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.Then 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 approved and sending out business T&Cs.Collating and booking all contractors’ and staff requirements onsite.Ensuring all contacts for the show are updated and circulated throughout the planning processKeeping the production schedule up to date throughout the planning process and ensuring all contractors and staff arrival and departure details are included on itEnsuring all plant and vehicles are correctly insured.Assessing and booking onsite and offsite accommodation and sending out information sheets to each staff member or contractor.As delegated liaising with sponsorship teams and bars/traders (including boutique camping) and ensuring their requirements have been met.Organising the setup / delivery of all kit and services to the production offices.Raising invoice requisition forms for rechargesDealing with accounts queries – checking purchase orders, details of payments and agreed terms, investigating problems.Reconciliation of missing equipment, damaged vehicles and plant post-showDealing with insurance claims post-showCollecting production and contractor debriefs and passing to the Licensing Co-ordinator for collation.any other tasks as delegated.Working onsite in the Production OfficeEqual 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, race, sexual orientation, religion, age, disability status or caring responsibilities.#FestivalRepublicThe 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: 22ND JANUARY 2024. We reserve the right to close applications at anytime.