Crewing Operations Coordinator

NEP Group; Crawley; On-site; GBP 26,000 - 34,000; Full time

Job summary

NEP Group seeks a Crewing Operations Coordinator to plan and book onsite crew for CT UK Live events, including in-house and freelance staff. The role focuses on exceptional relationship management, time management, and precise administration to keep operations delivering on schedule.

You will source and arrange travel, hotel, and visas, maintain crew diaries, and manage purchase orders, all while ensuring budget adherence and compliance with IR35 rules.

Qualifications

• Experience planning and booking on-site crew for events.
• Ability to manage travel, visas, and accommodation to budget.
• Strong customer service and relationship management.
• Proficient in Microsoft Office; familiarity with event software is a plus.

Responsibilities

• Source and book technical crew for events worldwide, negotiating rates.
• Plan travel, accommodation, and ensure timely payments within budget.
• Process visas/work permits and manage event accreditation.
• Maintain crew diaries and process purchase orders in systems.
• Assess freelance crew against IR35 rules and issue documentation as required.
• Maintain crew data and ensure compliance with company policies.
• Liaise with CT staff and freelancers to ensure smooth operations.

Skills

Time management

Attention to detail

Customer service

Communication

Tools

Microsoft Office

Job description

The Crewing Operations Coordinator is responsible for the planning and booking of onsite crew (both in house and freelance) for all CT UK Live events in a professional, effective, and timely manner. This role requires exceptional relationship management and customer service skills; as well as a high level of time management and attention to detail which, in turn, will support the operations service delivery goal. Please note, this role is 12-month fixed term contract.

• To source and book technical crew for multiple events in locations worldwide. Including the negotiation of their rates and expenses, as well as monitoring working hours and schedules.
• To plan, locate and book hotel accommodation to budget. Distributing confirmations and ensuring payments are made.
• To plan and arrange complex crew travel arrangements (including flights, trains, car hire and transfers, checking any possible entry restrictions). Distributing confirmations and ensuring payments are made on time and within budget.
• The application and processing of any VISA, work permit or second passport requirements, and maintaining accurate internal records.
• The application, processing, and management of event accreditation.
• To manage and maintain Creative Technology's on-site engineer and freelancer diaries on our in-house system, Easyjob
• Monitoring and processing of Purchase Orders via Easyjob and Business Central. Ensuring timely reconciliation of all invoices and purchase orders for travel and expenses
• To assess freelance crew at time of engagement against IR35 tax rules, issuing relevant documentation and maintaining accurate internal records.
• The sourcing and processing of new freelancers through the contractor approval process. Management and control of the Freelancer Recruitment mailbox
• Maintaining In-house system with the most up to date and accurate information in terms of crew personal information, skill sets and daily rates etc. - ensuring all on going checks are carried out against company requirement and policy.
• To update and maintain Public Liability Insurance (PLI) data and proactively chase up new certification
• Management of crew data (passports, certification, company status etc.)
• To assist in the administration and booking of all on site crew training. Ensuring the crew training matrix is up to date and proactively contact crew whose licences / qualifications are due to expire.
• Relationship building with all CT staff and external freelancers. Understanding how and when to communicate (verbal / written etc)
• To proactively improve personal technical and company knowledge by speaking with department managers, in house technicians and engineers; to understand Creative Technology's inventory and attend educational workshops where appropriate
• To adhere to the department customer service levels and policies as well as group wide policies (including confidentiality) and core values.
• To assist in new starter training to both the department and company, ensuring the crew booking processes and requirements are known and understood.
• Maintain and update the departmental manual as and when required. Assist and run Crew Booking workshops with the wider company.
• To understand and embody the "Right for Site" methodology, ethos, and mantra
• Other administrative duties and support of the Senior Crewing Operations Coordinator & Head of Crew & Project Support
• Ability to plan and prioritise workloads
• Ability to multi-task and work under pressure
• Desire to work both individually and as part of a team
• Strong and confident communicator with positive interpersonal skills
• Proven track record in customer service
• Meticulous attention to detail
• Ability to work logically and systematically
• Pro-active and self-motivated; ability to use initiative and elevate issues when appropriate
• General computer literacy; good working knowledge of Microsoft Office packages, Word, PowerPoint, Excel, Teams