OVERALL PURPOSE OF JOB:
Responsible for overseeing the special effects production work within the company's London base, assuring that personnel are effectively utilised and supported and that project supervisors adhere to the schedules set in order that Client expectations are met or exceeded within their budgetary constraints.
To maintain a forward plan of staff and freelance personnel to ensure that the above can be accomplished.
MAIN DUTIES & RESPONSIBILITIES
1. PROJECTS
2. Allocate enquires to supervisors when initial request made and ensure Estimating carried out promptly and e-mailed by supervisor, with 'Terms and Conditions'
3. Administer 'follow-up' system in conjunction with Sales, gathering timely feedback for collation into Estimate software reports.
4. On confirmation of project send contract to client for signing, or chase purchase order, ensuring it is returned.Inform Accounts, Stores and Technicians of project confirmation and project number.
5. Keep a running record of projects on Estimate software.
6. During project; discuss with Supervisor and allocate technicians to the project as required, ensuring they are utilised effectively.
7. Ensure there is good communication between supervisors and technicians. That a clear project plan is prepared and understood by all, and sit in on the initial project briefing between Supervisor and Technicians to gain an insight into the requirements in order to help if necessary with any unforeseen issues, or dealings with the client.
8. Monitor projects in production, keeping abreast of work in hand, and deal with any concerns/grievances.
9. On completion of a project; solicit feedback from Supervisors and Technicians, and deal with any issues that arise for the benefit of future projects. This could include further discussion at staff or management meetings.
10. Recognise personnel performance on projects and feedback to individuals and management, dealing with praise or discipline as required.
11. LIAISE WITH ACCOUNTS
12. Pass project information to Accounts who will invoice clients, inc. initial payment on confirmation, and promptly collate billing information on completion to maximise margins, in conjunction with Supervisor. (Where there is a perceived problem, ensure the final amount is verbally brought to the attention of the client before the hard copy is delivered to encourage smooth payment.)
13. ADMINISTRATION
14. Distribute notes to assist good communication within the Company on production issues.
15. Manage "CrewShout" software and liaise with freelance personnel within the industry developing good relationships and managing the database to minimise labour shortages, ensuring experience and skill levels are maintained.
16. Manage prospective freelance CV's, and interviewees, in conjunction with a supervisor wherever practical.
17. On initially employing a
freelance
member, issue relevant documentation, including freelance contract, ensuring all issues are covered and understood. These would include, collecting their personal details for accounts, issuing freelance policy document explaining Artem's systems, introducing them to staff and clarifying which internal staff members to contact with questions on various pieces of machinery, introduction to Workshop Manager, (who will take them through workshop practices), explanation of timesheet system and payment timing.
18. HR
19. Oversee Company holiday calendar, dealing with requests for leave and time off in lieu.
20. Oversee requests for training from crew, discuss with management, and subsequently schedule training.
21. CUSTOMER CARE
22. Liaise with Clients and Supervisors as required, to ensure and maintain good client relations.
23. Provide feedback, particularly on Clients and reasons for approaching Artem, to Sales/Marketing and any relevant individuals.
PERSON SPECIFICATION
JOB TITLE
; PRODUCTION COORDINATOR COMPANY:
ARTEM
EDUCATION / PROFESSIONAL QUALIFICATIONS
ESSENTIAL: Sound Maths and English Language
DESIRABLE: Degree standard of education
PREVIOUS EXPERIENCE
ESSENTIAL: Line management, Supervision of staff
DESIRABLE: Knowledge of special effects industry, Project management experience
SKILLS / ATTRIBUTES
ESSENTIAL: Computer literate.
Excellent organisational skills.
Excellent communication skills.
Excellent interpersonal skills.
Team Player
Good telephone manner.
Enthusiasm
DESIRABLE: The ability to pull rabbits out of hats
Person Specification
We are seeking a proactive, people-oriented individual to join our team in a dynamic and fast-paced environment. The ideal candidate will play a key role in sourcing freelance talent, managing team performance, and ensuring effective communication with clients and colleagues alike.
Essential Qualities & Skills:
* Freelancer Sourcing Expertise:
* Proven ability to successfully identify, contact, and recruit suitable freelancers quickly as projects arise. You'll be resourceful, quick-thinking, and thrive under tight deadlines.
* Excellent Interpersonal Skills:
* You should be naturally friendly, approachable, and confident when dealing with people at all levels. Strong communication is a must — both written and verbal.
* Positive and Outgoing Personality:
* A happy, upbeat, and talkative personality is key. We're looking for someone who brings energy and enthusiasm into the workplace and enjoys building relationships.
* Team Management & Leadership:
* You'll have experience managing staff and confidently addressing performance issues (e.g., lateness or missed deadlines) in a constructive and positive manner. You should be fair but assertive, and able to hold people accountable while maintaining team morale.
* Client Communication:
* Comfortable speaking with clients over the phone, offering a professional and helpful presence. You should be confident representing the company and maintaining strong client relationships.
* Information Monitoring & Organisation:
* Ability to keep track of important information, deadlines, and project statuses. Strong attention to detail and organisational skills are essential.