Production Coordinator

Job Description

Company: EP Republic Ltd (Festival Republic)

Location: Grand Canal Dock, Dublin

Reports to: Event Manager

Working Hours: Monday to Friday 10am – 6pm, with extra weekend working throughout the festival season as required. Work onsite required.

Contract type: Fixed term contracts expected duration: 8-10 months.

Role Description

The Production Co-ordinator is a key part of the planning team for their events. The main aim of the role is to ensure all infrastructure, contractors and staff are booked and arrive correctly.

Who you are

You may have experience in project management; event management; event co-ordination.

Competencies / Skills / Knowledge / Experience

Essential
• Detailed project management / planning including joined up thinking
• Ability to delegate whist maintaining an overview of the team
• Ability to disseminate the correct information to all parties involved in the event
• Ability to prioritise and meet deadlines
• Contracting and managing services and staff
• Analytical skills
• Excellent communication skills

Desirable
• Experience planning large scale events (5,000 people +)
• Planning and adhering to a budget
• Negotiation and liaison with contractors
• Working under pressure and in pressurised situations
• Event management training

Behaviours

The following attributes determine how the role will be carried out and are required to be a success
• Confidence to lead and manage
• Exceptional attention to detail and accuracy
• Level-headedness
• Flexibility
• Anticipatory and proactive approach to problem solving

What the role includes
• Preparing specifications for all infrastructure. This would include trackway, 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.
• Negotiating and agreeing best prices for each contract, raising purchase orders and liaising with accounts over payment schedules.
• Sending out confirmation letters, purchase orders and relevant Health and Safety paperwork and ensuring that any additional documentation required.
• Keeping the production schedule up to date throughout the planning process
• Attending contractor or internal meetings, preparing agendas, minutes and following up on action points as required
• Ensuring all hired in plant and vehicles are correctly insured
• Recruiting & booking staff for the production office
• Assessing and booking onsite and offsite accommodation
• Collating and booking all contractors, staff, sponsors, bar/traders etc. requirements onsite and raising any invoice requisition forms for recharges
• Dealing with accounts queries – checking purchase orders, details of payments and agreed terms, investigating problems
• Reconciliation of missing equipment, damaged vehicles and plant post show
• Dealing with insurance claims post show
• Collecting production and contractor debriefs.
• Ad hoc tasks as required

Extra responsibilities during the event onsite
• Managing the onsite Production Office
• Managing the distribution of radios and catering vouchers/QR codes
• Organising and updating/disseminating running orders
• Organising and maintaining petty cash for the event
• Point of contact for contractor queries
• Managing of all contractors, services and staff outlined above including timings.
• Ad hoc tasks as required

The Company

Festival 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.

#FestivalRepublic

APPLICATION DEADLINE: 27TH NOVEMBER 2023. We reserve the right to close applications at anytime.

Jobcode: Reference SBJ-g3q6o9-3-145-163-13-42 in your application.