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Senior Operations Coordinator

  • The Collectv
  • Leatherhead, UK
  • 18/06/2024
Full time Facilities

Job Description

We are looking for a Senior Operations Coordinator, with prior Production Management experience, to join our Operational team to coordinate operational movements on our projects.  

You’ll be the hub of project communications in our team, working across multiple projects simultaneously, understanding the requirements and needs for each job. 
Job Context
The Collectv is a fully independent technical TV service provider providing systems integration, media management and engineering support for broadcast, outside broadcast and post-production systems. Our experience spans shows such as Too Hot to Handle (Fremantle), The Apprentice (Naked) for BBC, Drive To Survive (Box To Box) for Netflix, Dancing On Ice for ITV, Darts for Sky Sports to name a few.
Job Purpose
This is an office based position working within our small but busy bookings team in Leatherhead. Reporting to the Head of Commercial Operations, the role covers a variety of responsibilities including, but not limited to, dealing with clients, scheduling crew and equipment relating to projects, and all logistical movements, as well as providing support for the wider Collectv team.
This position will need to have prior Production Management experience, to join our Operational team to coordinate operational movements on our projects and will need to work across multiple projects simultaneously, understanding the requirements and needs for each job.
Key Accountabilities:
  • Liaising and coordinating with clients on the logistical elements of their projects
  • Effectively scheduling staff, freelancers and kit whilst liaising with other team members to ensure maximum utilisation of resources
  • Organising and managing equipment including hire kit from booking, negotiating rates
  • Organising and managing crew including freelance negotiations and contracts, validating invoices and crew per diems/expenses
  • Organising carnets and shipping, including coordinating crew packing
  • Be the hub of project communications, ensuring teams have all of the required information to hand
  • Providing information to crews, including risk assessments, basic call sheets with logistical movements
  • Thinking on your feet: troubleshooting and providing fast and effective solutions, pre-empting potential project issues
  • Provide quotes and maintain cost tracking (where applicable); regularly update clients and ensure potential overspend is signed off prior to completion.
Required Knowledge, Experience and Skills
  • Strong interpersonal skills to communicate effectively with clients, suppliers and staff
  • Strong organisational skills and the ability to multitask in a fast-paced environment, able to plan complex and conflicting projects, with an ability to find solutions
  • Experience of scheduling systems (eg FarmersWife, Ceta, Xytech)
  • Experience of Excel, Word, Outlook, shared folder systems (eg Dropbox or Google Drive)
  • Experience of logistics, particularly with multiple concurrent projects, and carnets
  • Quoting and budgeting experience, demonstrable track record of commercial awareness
  • Experience of working on large-scale projects
  • Excellent attention to detail, diligence in work
  • Able to plan tasks and prioritise effectively
  • Good team working skills, with strong communication skills.
  • Experience of post-production and/or outside broadcast environments.
The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.
Achievement/Results Orientation 
Is able to achieve efficient, timely, quality results by directing efforts on expected outcomes while providing exemplary client service within expected timeframes
Planning and organising
Is able to think ahead in order to establish an effective and appropriate course of action for self. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines and resource requirements
Analytical thinking 
Is able to identify problems, explore and evaluate them systematically. Using a logical reasoning process to break down and work through a situation or problem to arrive at an outcome.
Adapts and works effectively with a variety of situations, individuals or groups. Is able to understand and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in one’s own organisation or job requirements.