The Company
Light Motif is a London based full-service event production company, providing creative specialised solutions and technical equipment for a wide range of high-profile live events in some of London’s most prestigious venues and global brands.
We provide technical production (lighting, sound, AV, custom scenery, furniture, graphics, etc.) to a range of high-profile events. The work is fast paced (install times of 45 minutes are not uncommon) and diverse in scale but offers a chance to be part of some of the most unique events in London.
As a rapidly growing team we can also offer many routes for internal promotion, as well as the opportunity to experience a number of different aspects of the business.
The Role
This role is split between Business Systems and Operations, and the proportion of time allocated to each team will vary throughout the year based on business need.
As part of the Business Systems team. you’ll be helping ensure that all the “behind the scenes” systems and processes that enable the staff across the company to work effectively operate as needed. With the Operations team, you’ll be the primary point of contact for crew booking and vehicle logistics as part of Event planning, and provide them with additional capacity during busy seasons.
You’ll do basic data analysis for other teams as needed, pulling data from company systems using pre-configured exports. You have an eye for spotting inconsistencies across company processes and proactively suggest changes and improvements to support business goals. You’ll help the company meet its compliance standards, by performing routine checks and assisting in preparing reports to Senior Management and external accreditation bodies.
Duties & Responsibilities
Operations
- Coordinate the booking and scheduling of event crew, ensuring adequate crew levels and skills are allocate to upcoming events
- Build and maintain strong relationships with our freelance crew and regular suppliers.
- Raise crew shortages and issues to Project Managers and Head of Options ahead of time
- Alongside the Operations team, act as the first point of contact for crew queries.
- Maintain and update crew records in our Crew Management system, Flex.
- Raise and submit Purchase Orders in our systems and seeing through to sign off & issue, including any resolving concerns with Project Managers.
- Arrange suitable accommodation and transport for away jobs.
- Draft and Issue Crew Call emails to crew, including meet points for our venues, specific on site adjustments, and other relevant event information.
- Issue Risk Assessment and Method Statement documentation and Security Lists to our venues.
Systems & Data
- Assist with troubleshooting basic user IT and system access issues.
- Maintain a good awareness of available company data and preconfigured reports.
- Generate ad hoc data reports using pre-built templates for other staff.
- Perform basic data analysis from company data using Excel.
- Review and update company intranet sites, hosted in SharePoint, to ensure information is up to date, clearly communicated and readily accessible to staff.
- Assist the Head of Business Systems in preparing and collating evidence to meet our accrediations, including ISO 9001, 14001, 45001, Cyber Essentials, & Carbon Neutral.
- Assist the Head of Business Systems in conducting routine internal audits of company policies and processes.
- Identify opportunities for improvements to business processes and workflows and working with other teams to minimize disruption when making changes.
Admin
- Performing routine vehicle inspections and office/building checks to identify necessary preventative maintenance.
- Monitoring office stock levels and ordering new supplies as needed.
- Assisting with basic HR processes including onboarding and scheduling training
Your Skills & Experience
Required
- Excellent spoken and written communication skills.
- Comfortable making phone calls on a frequent basis.
- Strong time management and prioritisation skills, with proven experience working on time criticial projects, and working to moving targets.
- Strong problem solver, used to working with competitng priorities and moderate levels of uncertainty.
- Strong Excel skills, including lookup using formulae and Pivot tables, and generating basic graphs.
- Great documentation skills
Advantageous
- Experience in the Events or related sector.
- Experience working with Project Management and Tracking systems, or CRM systems.
- Comfortable troubleshooting basic IT issues, preferably on Mac.
- Familiarity with compliance issues, such as health and safety, risk assessments, environmental sustainability, and GDPR.
- Experience building and updating SharePoint sites.
- Knowledge of SQL.
- Experience working with APIs or Power Automate.
- Familiarity writing process documentation and analysing system workflows
Working Hours
The role is based at our London office/warehouse in Bellingham, SE6 3BX and is predominantly an in person role to enable effective communication across multiple departments, however some flexible working arrangements are available on request.
Regular working hours are 09:30 – 18:00, Monday – Friday.
Whilst this is not an Event Operations role, you may be expected to assist the Operations team on Events occasionally, and may be required to travel in and around London or work outside of your standard hours from time to time. We offer flexi-time arrangements and time off in lieu (TOIL) to compensate you for any extended work hours.
Our Culture
We believe that high-end production shouldn't come at the cost of our team's well-being or the environment.
As a certified Living Wage Employer, we ensure your skills and experience are rewarded with fair compensation that helps meet the rising cost of living. We also recognize the pressures that can come with working in a fast-paced industry and have signed the Mental Health at Work Commitment to support mental wellbeing. At the same time, we are reducing our environmental impact by switching our vehicle fleet over to HVO fuels to reduce our transport emissions by up to 90% as part of our Net Zero roadmap.
We are dedicated to creating an inclusive environment and heavily encourage applications from under-represented groups, including those with disabilities, women, and LGBTQ+ individuals, and are committed to equitable career progression, mentorship, and equal pay. If you require any reasonable adjustments or accommodations during the recruitment process, please let us know. All disabled applicants who meet the minimum criteria for this position are guaranteed an interview.
Benefits
- A minimum of 28 days’ paid annual leave including bank holidays.
- Access to a 24/7 private GP and physiotherapy and mental health support and digital wellbeing tools.
- Access to legal and debt advice through our EAP service, 360 Wellbeing.
- Flexible working hours and reasonable time back following intensive event-delivery periods.
- Office kitchen stocked with tea, coffee, squash, biscuits and other small snacks for when you need a little boost as well as a microwave, electric hob, and airfryer plus a few basics like bread, butter, jam, and a variety of condiments to give you flexibility when planning your lunches.
- Occupational sick pay and pension contributions through auto-enrolment.
- Cycle to Work scheme, including financing for standard bikes, safety equipment and e-bike options.
- Retail & Gym Discounts.
- Free on-site parking.
How to apply
Please send a CV and covering letter, FAO: Head of Business Systems to [email protected]
Please ensure the job title is in the subject line of your email.
Pay: £30,000.00-£35,000.00 per year
Benefits:
- Casual dress
- Company pension
- Cycle to work scheme
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
