Crewing Coordinator

NEP Group; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

Creative Technology Australia & New Zealand (CT) is seeking an experienced Crewing Coordinator to join our Sydney office. You will roster crew and allocate resources across local and national projects, coordinating travel, call sheets and project documentation.

Working with Account & Project Managers, you will source and book crew Australia-wide, negotiate rates, monitor hours, and ensure WHS compliance. Excellent communication and Excel/Outlook/Word skills are essential in this fast-paced live

Qualifications

• Minimum 2 years in crewing/logistics scheduling or rostering role.
• Strong knowledge of WHS regulations and standards in events.
• Excellent written and verbal communication skills.
• Proven time management and ability to meet deadlines.
• Proficient with MS Excel, Outlook, and Word.
• Experience with scheduling software such as Easy Job rental software is a bonus.
• Familiarity with HRIS like Employment Hero is advantageous.

Responsibilities

• Roster crew and allocate resources for Sydney and other states.
• Source and book crew Australia-wide, negotiate rates and monitor hours.
• Create, maintain and communicate rosters, travel schedules and call sheets.
• Coordinate with accounts, project managers, and suppliers.
• Maintain relationships with freelance and contractor crews.
• Assist in payroll liaison and timesheet approvals.
• Support WHS procedures and project documentation.

Skills

Crew scheduling

Logistics coordination

Communication skills

Time management

Problem solving

Excel proficiency

Outlook & Word literacy

HRIS Employment Hero

Tools

Microsoft Excel

Outlook

Word

Easy Job rental software

Scheduling software

HRIS (Employment Hero)

Job description

Part of the NEP worldwide network, Creative Technology Australia & New Zealand (CT) is a leading video technology provider for concert touring, festivals, live events, television, and corporate events industries in the Asia Pacific region with divisions in Sydney, Melbourne, Brisbane, Perth, and Auckland.

CT delivers a wide variety of projects, including concert touring, music festivals, film & television projects, corporate events, virtual production and various broadcasts across a wide range of live events. To provide the latest in video production technology on a wide variety of projects, we house an impressive and varied inventory of LED Screens, Projectors, Video Switchers, Media Servers, Portable Production Systems and Cameras.

We are seeking an experienced Crewing Coordinator to work in our Sydney office, managing crew requirements on local, state-wide, and national projects. The ideal applicant will have experience in scheduling technical teams and coordinating related administration within the Live Events or Broadcast industry.

THE ROLE

Working alongside our Account and Project Managers, you will be responsible for the rostering of crew and allocation of resources across our projects. Duties also include compiling and distributing rosters, approving timesheets and leave requests, preparing call sheets and project documentation, including WHS documents as well as liaising on booking flights and accommodation where required.

This position requires someone who has a keen eye for detail, great communication skills, a pleasant personality, and the ability to provide excellent service daily. CT values employees who work to improve efficiencies in the business and welcome suggestions you have based on your experience and knowledge.

RESPONSIBILITIES

• Act as a central point of contact between Account & Project Managers, full time, and casual technical staff with regards to scheduling crew requirements on our projects from the Sydney office alongside similar crewing functions in the other states.
• Sourcing and booking crew Australia wide, including the negotiation of rates, expenses and monitoring working hours and schedules.
• Create, accurately maintain, and communicate rosters, travel schedules and call sheets.
• Interpret and filter information provided by the account management team, administration, and operational teams, our clients, venue personnel and suppliers.
• Maintain productive relationships with the account and project management team, technical crew and suppliers.
• Develop and maintain working relationships with a network of freelance, casual and contractor crew.
• Proactively identify areas of concern, issues, and oversights, rectifying or negotiating alternate arrangements with all parties involved.
• Source, help recruit and onboard technical personnel, including pay rates applicable to the role function.
• Ensure the staff rostered are appropriately suited to the tasks required.
• Check and approve timesheets as per the company schedule whilst liaising and working with Payroll and Finance.
• Assist in the creation and communication of any Work Health and Safety procedures.

SKILLS/QUALIFICATIONS:

• Minimum of 2 years of work experience in a Crewing and Logistics/Scheduling/Rostering coordination role.
• Excellent working knowledge of the technical events industry, WHS regulations and standards.
• Strong written and oral communications skills.
• Exemplary time management skills with the ability to work to strict deadlines, managing multiple tasks and priorities.
• High level of problem-solving skills.
• Proficient in Microsoft Excel, Outlook & Word
• Experience using Easy Job rental software, or similar scheduling software a bonus.
• Familiarity with HR Information Systems such as Employment Hero

Industry based and on-the-job training will be provided to further enhance and develop skills where required.

Candidates must have full work rights in Australia to be considered eligible to apply.

For more information on who Creative Technology is; https://ct-group.com/aus/