Production Coordinator

The Production Coordinator coordinates the day-to-day management of West End productions, including both Broadway and international transfers, tours, new productions, large-scale productions and workshops. The Production Coordinator works closely with the General Manager to deliver the allocated productions on budget and to schedule.

They will coordinate the production process from start to finish including schedules, negotiations, recruitment of production staff, processes (including accounts, payroll, royalties, marketing, technical), company welfare, press nights and travel/accommodation. The Production Coordinator will support on all budgeting and monitor expenditure.  The

Production Coordinator ensures the smooth running of the production and delivers Playful’s work to the highest standard. The Production Coordinator works on more than one production.

 

On Specific Productions;

• Accountable for the effective coordination of productions from pre-production to closing
• Coordinate new productions in development from a General Management point of view – liaising with Producers and supporting the coordination of all aspects of the setup of a production
• Working with the General Manager, support the drafting of production budgets
• Support the General Manager in monitoring and reconciling the weekly running budget and pre-production expenditure of the budget
• Working with the Casting Director, coordinate the casting process
• Support the General Manager on the recruitment and appointment of senior production staff
• Lead on the recruitment and appointment of production staff, including conducting interviews and negotiating contractual terms
• Negotiate deals for cast, stage management and technical production staff in line with budget and union agreements and maintain a record of deals done

Draft and negotiate production contracts ensuring contracts are issued accurately and no later than two weeks prior to an individual’s start date as a minimum requirement.

• Update the Head of Contracts with the status of issuing all production contracts Deputise and support the General Manager in updating, liaising and reporting to Producers and Executive Producers on a regular basis on the status, budget and progress of a production
• Update the Managing Director and Directors regularly on the status, budget and progress of a production – signing off key decisions with them and copying them into correspondence as and when appropriate and requested
• For touring, ensure that touring contracts accurately reflect negotiated deals
• Work closely with the Company Management team of each production on the management of all production staff including the effective handling of employee relations, contractual, performance and conduct matters
• Work closely with the Production Manager of each show on the coordination and delivery of the production
• Work closely with the Health and Safety Consultant on each show to ensure health and safety policies and procedures are implemented and followed
• Coordinate production insurance ensuring all aspects of the production are suitably insured
• Monitor developments in union agreements and ensure that Playful Productions fulfils its obligations as an employer
• Check and proof weekly theatre contra statements
• Monitor the financial performance of each production
• Responsible for checking the weekly payroll
• Oversee invoice coding and sign off
• Coordinate visas, work permits and appropriate tax exemptions where necessary for foreign personnel involved in UK productions
• Coordinate travel, transport, accommodation and per diems
• With the Head of People and Culture, coordinate any individual or company training required.
• Supported by the Production Assistant, coordinate every aspect of press and media nights, including compilation of guest list, mailing of invitations, seat allocation, distribution of tickets, logistics, press night parties and company gifts, working within budget
• Deputise for the General Manager at weekly marketing meetings, Producer meetings and Executive Producer Meetings
• Supported by the Production Assistant, coordinate all logistics relating to press, marketing and promotional events, liaising with the press and marketing teams, performers, production departments, external venues, media outlets and broadcasters as applicable
• Coordinate the compiling, drafting, proofing and sign off of production programmes
• Deputise for the General Manager at running shows, including attending cover runs as and when required
• Coordinate access performances and with the Head of People and Culture, maintain awareness of developments in this area

Ensure that all decisions made for productions are carried out in a timely manner and communicated to all relevant parties

• Be the General Management primary point of contact in the theatre buildings and across productions
• Minute meetings as required
• Manage the workload of the Production Assistant as required
• Promote a fair, inclusive and respectful working environment through policies, training and procedure.

 General

• Embody and promote Playful’s values, approach and working culture across productions
• Ensure consistency across productions in General Management process and approach
• Look for ways to streamline and improve production processes wherever needed
• Represent Playful externally and deputise for the General Manager as and when required
• Engage with the development process, attending performances, readings and workshops when required and report on them
• Keep abreast of new talent in the industry, productions opening and general trends in the West End
• Build relationships with potential creative teams, cast, stage managers, casting directors etc. and keep in touch with their work
• Network and explore potential working partnerships for the future
• Contribute to the smooth day-to-day running of the office.
• Welcome guests and answer the phones as required
• Be an ambassador for Playful Productions providing a welcoming atmosphere and hospitality for colleagues and visitors.

 

This job description may be amended from time to time in line with the demands of Playful Productions’ varied production portfolio.

 

Person Specification

 Minimum Requirements

• Demonstrable experience working on musicals and/or plays in a professional theatre environment in a similar role
• Experience of working on large-scale West End musicals
• Experience of the day-to-day management of productions
• Experience of contract drafting
• Awareness and working knowledge of Union Agreements, with the ability to apply these practically
• Experience of HR processes, including employee relations
• Proven ability to deliver work within budgetary constraints

Excellent written, verbal communication and numeracy skills

• Advanced skills in Microsoft Word, Outlook and Excel, and confident use of the internet
• A flexible approach to working hours, including evenings and weekends as required

Essential Criteria

• Experience of coordinating large-scale events, such as press nights
• Experience of casting and recruitment processes
• Proven ability to work effectively with high-level stakeholders, including producers, creatives and senior teams
• Demonstrable commitment to inclusive practices
• Excellent time management skills, with the ability to manage a varied and heavy workload and juggle competing priorities
• Excellent organisational skills
• Ability to communicate with confidence at all levels, including face-to-face, written, telephone and group communication
• High levels of tact, diplomacy and discretion
• Strong attention to detail and accuracy
• Calm, patient and resourceful approach, with the ability to think creatively and reactively to solve problems
• Willingness to work collaboratively and support other roles when required

Desirable Attributes

• Experience of working on more than one production simultaneously
• Experience of working on a UK touring production
• Experience of tour booking
• Experience specifically within a commercial theatre environment
• A strong sense of being attentive to the needs of Directors, office teams and the wider company
• A sense of humour and positive, team-focused attitude