PRODUCTION COORDINATOR

Job Description

Playful Productions

Playful Productions is one of the leading independent theatre production companies in the West End. Current and recent producing and general management work includes Inter Alia, Born With Teeth, The Fifth Step, Wicked, Moulin Rouge! The Musical, and MJ The Musical. We also have many plays and musicals in development and preproduction. We are passionate about presenting high-quality shows to audiences across the UK and beyond. We are committed to a workplace culture that embraces equality, diversity and inclusion across all departments - www.playfuluk.com

Overview

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.

Line Manager – General Manager

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 procedures