Title: Event Logistics & Crew Coordinator
Package: Overtime and bonus available, pension, health benefits.
Reports to: Hire Manager
Who are we?
Together, we are live.
Universal Live is a full-service technical solutions provider to the live event industry. We provide equipment and support to live event clients including Event Management and Production Companies throughout the UK, Europe and beyond.
We are a single source of all disciplines of audio, light, vision, scenic, power and content. We offer a complete support service from conception to delivery of any event. Our services include content creation, 3D visualisations, VR experiences, creative concept ideas and interactive technology.
As an employee you’ll work alongside a dedicated team of professionals with a commitment to deliver great events and have some fun along the way.
www.universal-live.com
What will you do?
As part of our HireDesk Team, you will play a key role in supporting the successful delivery of live events by coordinating crew, accommodation, transport and supplier bookings, whilst ensuring our systems and information remain accurate and up to date.
Working closely with Project Managers, Warehouse teams, you will help ensure that every project is supported with the right resources, at the right time, and that all associated administration is completed accurately and efficiently.
This is a fast-paced role that requires excellent organisational skills, strong attention to detail and the ability to manage multiple priorities across a wide range of projects.
Key Responsibilities include, but are not limited to:
Crew Coordination
- Coordinate the booking of freelance crew and labour resources for live events.
- Work with Project Managers to identify crew requirements, skills and availability.
- Maintain accurate crew records within TeamTrack.
- Ensure freelancer documentation, including Public Liability Insurance and other required records, remain up to date.
- Raise and manage purchase orders relating to crew bookings.
- Assist with sourcing alternative crew and resources when required.
- Maintain clear communication with crew members regarding bookings, schedules and event requirements.
Event Logistics & Resource Coordination
- Arrange accommodation, travel and transport requirements for live events.
- Source suitable, cost-effective suppliers whilst meeting project requirements.
- Liaise with Project Managers, Warehouse and Operations teams to ensure resources are booked and communicated effectively.
- Raise and manage purchase orders relating to accommodation, transport and operational services.
- Support the planning and coordination of event logistics from enquiry through to completion.
- Ensure supplier information and supporting documentation are maintained and kept up to date.
Systems & Administration
- Maintain accurate information within HireTrack and TeamTrack.
- Monitor jobs and proactively chase missing or incomplete information from the relevant departments.
- Set up and administer jobs within company systems as required.
- Ensure job statuses, bookings and records are maintained accurately.
- Match supplier invoices against purchase orders and resolve any discrepancies.
- Ensure all bookings, documentation and administration are completed accurately and on time.
- Support the continual improvement of HireDesk processes and procedures.
- Provide general administrative support to the HireDesk and Operations teams as required.
Communication & Team Support
- Work closely with Project Managers to understand project requirements and resource needs.
- Build positive working relationships with crew, suppliers and internal teams.
- Communicate clearly and professionally with all stakeholders.
- Support colleagues across the business to ensure projects are delivered successfully and efficiently.
What you need to do it:
The successful candidate will be highly organised, detail-focused and capable of managing multiple tasks and priorities in a fast-moving environment. You will be comfortable working with business systems, confident communicating with a variety of people and able to take ownership of your workload.
Essential Skills & Experience
- Excellent organisational skills and attention to detail.
- Strong administrative and time management skills.
- Ability to manage multiple projects and priorities simultaneously.
- Strong communication and interpersonal skills.
- Confident using IT systems and Microsoft Office applications.
- Ability to learn and work accurately within new software systems.
- Proactive approach to chasing information and ensuring tasks are completed.
- Ability to work both independently and as part of a team.
- Calm and professional approach when working under pressure and to tight deadlines.
- Hard-working, reliable and enthusiastic attitude.
Desirable Skills & Experience
- Experience in an administrative, coordination or scheduling role.
- Experience within events, logistics, hospitality, transport or a similar operational environment.
- Experience working with booking, scheduling or resource management systems.
- Understanding of crew scheduling, accommodation booking or transport coordination.
Full training will be provided on our systems and processes, including HireTrack and TeamTrack.
The small print:
- This is a permanent full-time post commencing as soon as possible
- There is a probation period of six months
- This is a full-time post with occasional evening and weekend working, for which overtime will be paid
- Basic hours of work are normally 08:30-17:00 with a 30-minute lunch break
- Salary for this post is dependent on experience and on completion of probation
- The holiday leave year runs from 1 January to 31 December. Holiday entitlement for full-time employees is 23 days per annum, including three days between Christmas and New Year, plus bank holidays, and rises with length of service
Pay: £25,500.00-£27,000.00 per year
Benefits:
- Casual dress
- Company events
- Cycle to work scheme
- Discounted or free food
- Employee discount
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
- Profit sharing
Work Location: In person
