Job Overview:
Join our team as an Onsite Office Assistant and play a pivotal role in ensuring the seamless setup, operation, and close-down of the production office during festivals. This role requires a proactive individual with excellent organisational and communication skills, capable of handling the fast-paced environment of event coordination with ease and efficiency.
-Lead the setup, operation, and close-down of the onsite Production Office.
-Manage administrative tasks, such as receiving deliveries from suppliers and overseeing the signing in and out of keys, radios, and vehicles.
-Confirm delivery and collection schedules with suppliers on behalf of the Project Manager.
-Serve as the main point of contact for initial and relevant external enquiries.
-Record and confirm core crew hours with the payroll manager.
-Provide proactive support with event accounts, including expenses, POs, and petty cash management.
-Act as the go-to person for printing and signage needs for event managers.
-Ensure all paperwork is returned to the office each day and directed to the appropriate department.
-Coordinate the arrangement of all trader payments from previous sign-offs.
-Order, distribute, and record crew catering, meal vouchers, and packed lunches as required.
-Liaise with local food banks and soup kitchens to arrange collection and delivery of leftover food.
-Execute ad hoc tasks to provide vital support to the Project Manager and Event Management team.
Internal:
-Project Manager
-Event Manager
-Head Office Project and Staffing Departments
External:
-Suppliers
-Clients
-Local Food Banks and Soup Kitchens
Essential:
-Proven organisational and administrative skills.
-Excellent IT skills, including proficiency in Microsoft Office Outlook, Word, and Excel.
-Strong written communication skills, with attention to spelling, grammar, and punctuation.
-Clear and effective verbal communication skills.
-Ability to use initiative and solve problems with a proactive approach.
-Confidence to work independently, as well as collaboratively within a team.
Preferred:
-Experience in a relevant field.
-Full driving licence.
-Strong decision-making skills.
-Collaborative mindset with a proactive, strategic approach to problem-solving.
-Exceptional organisational and time management abilities.
-Strong relationship management and communication skills, both written and verbal.
-Meticulous attention to detail.
This role requires working outdoors in various weather conditions, standing for long periods, and adapting to flexible schedules based on festival timings.
Operating Environment and Context: Our business is seasonal, with peak demand during the summer months—particularly between June and September. Many of our events take place outdoors, and camping is available for onsite events. Please note, for camping events, you’ll need to bring your own tent and camping gear.
How to Apply:
Please scroll down to complete the application form and upload your most recent CV. If your application meets our criteria, we will contact you to arrange an interview. Rate details will be shared during the interview process or upon successful employment.
Please note: Only apply if you meet the essential criteria for this role and are available for seasonal work in demanding outdoor environments.
We tackle challenges and opportunities with passion and enthusiasm. Across the business we have fun whilst we do it.
We are always flexible to the needs of the business. Our people generate innovative ways of working. In return our leadership
embraces new ideas and opportunities.
We work as one team to achieve a common goal. We support our customers, our partners and each other.
We make a difference by going the extra mile for our customers and each other.
The business is very seasonal. Summer months are incredibly busy, with the busiest periods between May to September, and the month December. Many event sites are outdoor events and festivals on weekends.
Travel required to and from events if required during the summer months. It is expected that you will visit certain events to assist the onsite teams, provide in person training and feedback or evaluate performance, system and process.
Overnight stays may be required but in conversation with yourself.
Evening and weekend availability is expected in the summer months during live events to assist where necessary. This can be remote. Overtime is paid.
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