Production Coordinator
London
JOB PURPOSE:
To be the central point of contact between the production office and all show departments and the relevant departments within the RSC, supporting the general manager and taking responsibility for the smooth running of the Matilda London production office.
KEY RESPONSIBILITIES:
• To facilitate effective communication between the production office of Matilda London and the show's technical departments: ensuring schedules, timelines and all necessary information are disseminated appropriately.
• To facilitate effective communication between the production office of Matilda London and within the RSC, including: distribution of cast lists and salary schedules, information on dates, schedules, auditions, live events, payroll and staffing.
• To draw up and issue casting memos and contracts for all adult artists and staff;
• In conjunction with the HODs, to engage all deputy and assistant backstage staff, including scheduling and attending interviews, and to prepare necessary paperwork for new or departing employees
• In conjunction with the General Manager, to conduct yearly staff reviews and appraisals as necessary
• In conjunction with the HODs, to engage and contract rehearsal chaperones and stage management
• To schedule meetings as required and the take minutes as necessary
• To schedule and coordinate auditions in conjunction with the casting directors
• Alongside the GM, to negotiate ensemble contracts in accordance with the budget
• To book recast rehearsal rooms and oversee the booking of running rehearsal and audition rooms
• To work with the deputy Company Manager on logistics for recast rehearsals including organisation of prop and equipment hire and liaison between technical staff and rehearsal venue regarding get-ins and get-outs
• To work with the deputy CM on drafting of summary schedules and to ensure
appropriate distribution
• To be the central point of communication for the estate logistics of the children's house, including liaison with agent and landlord, overseeing of H&S, engaging of cleaning and gardening contractors, management of fixtures, fittings, utilities and general maintenance and negotiating the terms of the lease yearly
• To be responsible for management of fixtures, fittings, IT and H&S within the two production office spaces
• To be the central point of coordination for the GM office with marketing and PR teams and to take responsibility for logistics and organisation of live performances and events
• Coordinate and proof changes to the programme
• To maintain budgetary control on given areas of responsibility as directed by the general manager, such as parties, rehearsal and audition room costs, IT equipment
• To set up accounts with new suppliers
• To raise and check purchase orders for suppliers
• Under the guidance of the General Manager, to check, code and approve invoices and weekly payroll and to supervise the production assistant in coding invoices
• To liaise with the costume supervisor regarding cash float and keep tally
• To calculate, distribute and tally royalties;
• To check weekly theatre contra, extract overtime or event costs and advise accounts dept code on FocalPoint
• To research industry rates as required for calculation of production staff salary reviews
• To provide holiday cover for administration of house seats;
• To lead on arrangements for and to be present at first nights and events;
• To work closely and proactively with the company manager and children's manager on daily matters and scheduling issues
• To provide support to the general manager on the day to day tasks of running the production.
This list of responsibilities is not exhaustive and the employee will be required to perform duties outside of this as operationally required and at the discretion of their Line Manager.
ESSENTIAL ATTRIBUTES:
• Good organisational and administrative experience
• A good knowledge and understanding of West End theatre practices
• Good working knowledge of the SOLT/Equity agreement
• Excellent communication and interpersonal skills
• The ability to deal with sensitive or confidential information with discretion
• The ability to work efficiently and prioritise in a pressurised environment
• Good IT skills, experience with Microsoft Outlook, Word, Excel.
• Patience, tact, diplomacy, flexibility
• Attention to detail
FURTHER INFORMATION:
This position is offered as a full-time post for a fixed term contract of a year, with an initial three month probation period.
Office hours will normally apply but some evening and weekend work will be expected.