Technical Production Manager
As Technical Production Manager you will be responsible for independently managing all aspects of small, medium, sized events for a range of Clients. You will also be expected to manage larger events for a range of Clients with support from senior members of the Technical and Project Management Team when required. You will make sure every event you manage is delivered to the highest possible standard and each Client’s expectations are met or indeed exceeded. You will be responsible for providing support to other members of the Production Management team (at all levels) and for mentoring those members of the technical production Management team who are at a more junior level. You will report directly to the Head of Technical.
Your responsibilities will include;
Production Management
• You will receive a brief/enquiry from a client and alongside the project management team put together a quote/proposal (as appropriate) to give us the best chance of winning the piece of work.
• Once awarded a piece of work, you will be responsible for managing/co-ordinating all technical aspects of the delivery of that piece of work including liaising with all other stakeholders e.g., Client, Delegates, Sponsors, Suppliers, internal colleagues etc. More detail on this is covered below.
• You will be expected to deliver every Project to the agreed budgets, including any internal/external costs.
• You will be expected to carry out a financial reconciliation at the end of each Project making sure costs and income are correctly assigned in Procim.
• You may be required to support the project management team on a debriefs with the Client after each event.
Project Administration
• When managing a Project, you will be expected to follow the Company’s
systems/processes as documented in the Company’s ISO9001 Quality Management System and ISO45001 health and safety management system.
• You will work alongside the project management team to ensure timelines for the project are managed adequately for the delivery of the project.
• You will be expected to meet all deadlines agreed with the Client and project management team.
• You will work closely with the Project Management team to ensure accuracy of quoting and to make sure they understand fully, and deliver, what is expected of them for any given Project. You will troubleshoot queries from the Project management team and/or Client when required.
• You will work closely with the Studio team to ensure they understand fully, and deliver, what is expected of them for any given Project. To facilitate this, you will be creating templates for them and give them the relevant information required to achieve a successful project. You will troubleshoot queries from the studio team when required.
• You will work with the warehouse department to ensure they understand fully, and deliver, what is expected of them for any given project. This will be achieved by booking equipment using the Hiretrack system, producing set plans with information relevant to the project. You will troubleshoot queries from the warehouse team when required.
• You will prepare technical plans for each project and send them to the relevant stakeholders e.g., clients, venues, internal teams etc. The technical plans incorporate key information such as CAD plans, set schematics, rigging information, health, and safety documents for the project.
• You will support the project management team in preparing documents for virtual platforms. These briefing documents will incorporate key information such as access codes, timings/agenda for the Project, contact details in case of queries/emergencies etc.
• You will carry out Project briefings with external Stakeholders such as speakers, awards nominees etc. This will involve providing briefing documents, checking Stakeholders understand what is expected of them and troubleshooting any queries.
Procim
• You will populate Projects which have been created by the project management team using the company’s cloud based Procim application.
• From within a Project, you will prepare/amend Estimates (quotes) to be sent to the Client.
• From within a Project, you will raise Purchase Orders to send to each Supplier in accordance with the company’s Purchasing Policy.
• From within a Project, you will raise Expenses in accordance with the company’s Purchasing/Expenses Policies.
• You will account for your work hours using the Timesheets module, accurately assigning time spent to the correct task within the Project you are working on.
Hiretrack
• You will create equipment lists for each project using the company’s Hiretrack application, booking equipment from company stock and allowing the information to be passed onto the warehouse team.
• From within the application, you will be able to identify any shortfalls of equipment, logistical information, and cross hires. Creating cost effective solutions that keep it in line with budgets for the project.
Purchasing
• You will be expected to work with (support) the finance team to onboard any new Suppliers you wish to engage with.
• You will be required to follow the company’s Purchasing and Expenses policies when looking to spend money.
• You will be expected to identify and negotiate with Suppliers before confirming any order.
• You will be expected to obtain three quotes from different Suppliers (where possible) if spending over £1,000.
• You will be expected to raise a Purchase Order and send it to the Supplier as your order confirmation.
• You will be expected to notify the finance team if a Supplier asks you to sign a contract or sends you a copy of their Terms and Conditions.
Site visits
• You will be required to carry out site visits according to the needs of the Client and/or company.
• Generally, when attending a site visit you will be accompanied by a member of the project management team, however, you should be able to handle all aspects of a site visit unaccompanied – including taking key building/room measurements.
On the day of an event, management, and support
• You will have overall responsibility for managing the technical production elements and for the activities being carried out on the day of the event, ensuring all elements are delivered to the highest possible standard.
• You will ensure that all health and safety measures are in place to create a safe working site.
• You will manage all sub-contractors/Suppliers (with support from the Project Manager where applicable) and ensure they carry out their duties effectively.
• You will fill in, when required, when it comes to making sure the studios, meeting rooms and shared spaces are setup with the relevant equipment for events.
• You will support the project management team when uploading content on to event platforms, such as Swapcard, Vimeo etc.
• You will share briefing documents for virtual platforms with the relevant Stakeholders.
Day to day event support
• You will carry out tasks on Procim (as detailed above), for Projects you are not managing, when reasonably requested by a member of the project or technical team.
• You will fill in, when required, when it comes to booking deliveries/pick-ups of parcels as reasonably requested by the Head of Technical.
• You will fill in, when required, when it comes to obtaining quotes from Suppliers as reasonably requested by the Head of Technical.
• You will carry out research on entertainment, suppliers, venues etc. as reasonably requested by the Head of Technical.
• You will send Project Stakeholders calendar invitations/email bookings for pre-records as reasonably requested by a member of the project or technical team.
• You will carry out briefings with Project Stakeholders as reasonably requested by the Head of Technical.
Day to day office support
• You will fill in, where required, when it comes to answering the office phone, directing calls, passing on messages etc.
• You will fill in, where required, when it comes to answering the front door, dealing with all visitors in a polite, friendly manner.
Skills & experiences required
• Have a minimum of three years previous experience working in the events industry is essential.
• You should have a proven track record working on projects taking responsibility of multiple disciplines e.g., audio, video, lighting, led, streaming etc.
• You should have (and maintain) a detailed knowledge of audio-visual equipment.
• Good working knowledge of CAD software such as Vectorworks and Sketchup.
• Good working knowledge of Microsoft PowerPoint, Word, and Excel.
• Confident in talking directly to Clients via phone and email.
• Excellent written English, as you will be communicating constantly with Clients, Delegates, Suppliers etc.
• Excellent verbal communication skills.
• ‘Can do’ positive attitude.
• Confidence to use initiative and be pro-active.
• Ability to work both independently and as part of a team.
• Ability to multi-task and support on multiple projects at one time.
• Must have a car and hold a valid UK driving licence.
• Previous experience in Supplier negotiation/selection is not essential but would be an advantage.
KPI’s
• Ensure you meet the criteria outlined in the Technical Production Manager Matrix.
Salary
• Salary is negotiable depending on skills and experience.
We recognise that employees from different backgrounds bring unique knowledge, perspectives and experiences and are committed to increasing the diversity of our workforce and welcome applications from individuals across all sectors of society.
If this sounds like you then please send your CV over to hello@corporate-events.co.uk, we look forward to hearing from you!