The Production Coordinator implements the Production department plans and budget, sources and oversees the deployment of suppliers and equipment, and oversees crew required to meet the delivery of the annual program under the direction of the Production Manager.
The Production Coordinator coordinates the logistics, suppliers, technical specifications and site plans for both purpose-built and existing venues under the guidance of the Technical Manager and Production Manager, and is responsible for production assets, materials and equipment.
Job Description
Under the direction of the Production Manager, the Production Coordinator delegates to a team of production professionals specialising in site/venue management, lighting, audio, staging, stage management, construction and front-of-house services.
The Production Coordinator is responsible for the implementation of the Darwin Festival Event Risk Management Policy and Procedures and the Darwin Festival Event Emergency Management Plan in collaboration with the Production Manager and as set by the CEO and Darwin Festival board
The Production Coordinator holds key relationships with external stakeholders, including but not limited to, artists, venues, suppliers and government agencies, and key relationships with internal stakeholders including the Production department staff, department managers and core staff.
The Production Coordinator reports to the Production Manager.
Key Responsibilities
1. Technical Management
- Support the Production Manager and Technical Manager in the planning and development of the annual program, providing advice on event and venue logistics, site plans and quotes as requested, and offering solutions to achieve the ambitions of the artistic program
- Assist in the coordination of show technical specifications and plan accordingly, ensuring the technical specifications, freight, logistics and staffing are accurate for show specific requirements.
- Under direction of the Production Manager, plan, budget, schedule, delegate and manage the logistics, technical production, suppliers and crew at sites and venues during delivery
- Ensure necessary permits have been obtained, including road closures and traffic control, and ensure all permits and applications are submitted according to required timelines
- Assist the Production Manager and Technical Manager in the preparation of production schedules for venues and sites, and oversee the delivery of production schedules to deadline
- Ensure the Festival’s production activities are conducted within the approved guidelines of relevant public safety acts and regulations relating to live public performance and in accordance with approved WHS standards
1. Safety & Risk Management
- Implement the following strategies and registers in collaboration with the Production Manager:
- Darwin Festival Event Risk Management Plan & Principal Risk Assessment
- Darwin Festival Event Emergency Management Plan
- Darwin Festival Event Waste Management Strategy
- Darwin Festival WHS Policy & Procedures
- Darwin Festival Event Traffic & Pedestrian Management
- Darwin Festival Incident Register
- Participate in emergency and safety management training prior to install and event delivery
- Undertake the responsibilities of Area Warden during event delivery
- Undertake site and venue operations in accordance with the Darwin Festival Audience Management Policy & Procedures
- Complete written Incident reports, when necessary and distribute via email.
2. Financial Management
- Obtain quotes and engage suppliers in accordance with the Darwin Festival Procurement Policy & Procedures
- Undertake training in Darwin Festival Finance Handbook Policy & Procedures and Datafest processes prior to event install and delivery
- Implement the department budget processes in accordance with the Darwin Festival Finance Handbook Policy & Procedures
- With the Logistics Coordinator, assist in the upkeep of the Production Equipment Asset Register of stored goods
3. Staff Management
- Schedule, supervise and delegate to short-term production staff
- Report HR or site workplace issues to the Production Manager, Head of Corporate Services and CEO
4. Accountability & Reporting
- Participate in regular Production department meetings
- Provide the Production Manager with a weekly report of developments and activities either in writing or in a meeting
- Complete written, or ensure they are completed, Daily Venue/Site Safety Checklists and Site Reports.to be distributed daily via email
- Participate in regular Programming and Production meetings
- Participate in a departmental debrief immediately following event delivery and provide a written debrief report to the Production Manager prior to end of contract
5. General Duties
- Operation of equipment, including vehicles, elevated work platforms and forklifts to WHS guidelines
- Attend Festival events and functions as required
- Any other duties as requested by the Production Manager and/or CEO
Accountabilities
- Demonstrate the successful coordination of technical production to support the safe and professional site delivery of Darwin Festival events at venues under the direction of the Production Manager.
- Demonstrate adherence to the Darwin Festival Employment Policy Handbook.
- Demonstrate the implementation of Darwin Festival event Risk and Emergency Management plans and policies.
- Demonstrate sound financial management of Production venue and show budgets.
- Demonstrate adherence to the Darwin Festival Finance Handbook Policy & Procedures.
- Demonstrate sound staff management and WHS compliance.
- Deal with internal and external stakeholders professionally at all times to uphold, enhance and further the professional profile of Darwin Festival.
- Demonstrate excellent verbal and written communication skills, and display leadership as a team player with a positive, collaborative and inclusive attitude.
- Deliver end-of-contract written and verbal debrief reports.
Desired Skills and Experience
Essential Selection Criteria
Qualifications
- Relevant tertiary qualifications and/or a strong background in technical production preferably in a major event and/or festival environment
- A current driver’s license valid in the Northern Territory (preferable manual experience)
- Current machinery licenses to operate telehandlers, forklifts, elevated work platforms
- Current first aid certification mandatory
- Current fire warden certification mandatory
- Current Working with Children Ochre Card certification mandatory
Experience
- At least four years’ relevant experience in major event and/or festival production services
- At least three years’ relevant experience in machinery operation (telehandler, forklift, elevated work platforms)
- Ability to conceptualise and manage the complexity of production delivery in a multi-venue, multi-day festival environment
- Excellent knowledge of the technical and operational requirements of an extremely diverse range of art form performances
- High level of proficiency in budget management
- Extensive experience in problem solving with the ability to comprehend issues and embrace flexibility, conceptualising outcomes and facilitating conflict resolution
- Experience implementing risk management and WHS policies and procedures
- Experience in staff management, delegation and reporting
Skills
- Excellent interpersonal and communication skills and the ability to build a rapport with a range of stakeholders to encourage cooperation and collaboration
- Excellent organisational skills and project management skills with an ability to work in a systematic way to prioritise workload and provide direction to others
- Strong initiative, attention to detail and the ability to troubleshoot under pressure
- Excellent computer skills, particularly Excel, and proficiency in Datafest; desirable skills in CAD drafting including Vectorworks
- Good physical fitness with ability to assist with event and equipment set up and pack down
- A team player with a positive, collaborative, respectful and inclusive attitude
Apply HERE
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