Project Logistics Administrator
As Projects Logistics Administrator you will be responsible for arranging multiple elements around upcoming projects within the delivery departments. This role is pivotal to our continued success in ensuring we deliver outstanding events for our valued clients. You will report directly to our Head of Technical.
Your responsibilities will include;
Crewing
• Liaise with our trusted freelancers via email and phone to establish availability and allocation onto projects which is then booked through our Teamtrack app
• Identify the best crewing options based on client requirements, skillset, location, cost etc to create the best solution
• Liaise regularly with our internal Technical Production Managers to understand what technical skillsets they require for each project
• Liaise regularly with our internal Project Managers to understand any crewing requirements they may have
• Maintain an up-to-date Teamtrack with any new freelancers onboarded and to update existing freelancers on the app
• Utilise our quoting & budgeting software, Procim to raise POs for each freelancer pre-event and amend and sign off invoices once the event is complete
• Arrange a pre-event meeting with relevant projects team to review all crew and logistics aspects for sign off prior to going on site
• Manage internal post event feedback with project teams on all projects
• Liaise and manage relationships with external companies for rigger bookings
• During quieter periods you will reach out to new freelancers and build our database for future bookings
Accommodation
• Manage and book all accommodation needs for each project, look for accommodation which is conveniently located, a good standard, good value and has availability. Often we use the UK network of Travel Lodge and Premier Inn hotels and we aim to book all accommodation 8 weeks prior to the project live date
• Manage our online accounts with hotel chains & other websites
• Share booking references with internal team members & freelancers
Production Packs
• A production pack is shared with everyone on the project, giving a full breakdown of the project, it identifies crew names, accommodation info, location info, call times, client info etc, working with the internal project team you are responsible for creating and sharing the production pack a week before the event
Office support
To support the wider internal team with further admin and supporting tasks, this may include:
• The booking of travel tickets & accommodation
• Managing an online pre-paid company card via Soldo and reconciling the payments made against projects
Skills & experiences required
• Excellent logistics and planning skills
• A keen eye for detail
• Experience within events world is advised but not essential
• Confident in talking directly via phone and email
• Confident to build relationships
• Good understanding of Word and Excel
• A pro-active attitude with the ability to use initiative
• Ability to multi-task and support on multiple projects at one time
• Must have a car and hold a valid UK driving licence
If this sounds like you then please send your CV over to hello@corporate-events.co.uk, we look forward to hearing from you!