Production Coordinator, Operations (Festival)

Arts House Group; Singapore; Sur place; SGD 52 000 - 76 000; Plein temps

Résumé du poste

Arts House Group is seeking a Production Coordinator for Operations (Festival) to coordinate production delivery across SIFA, SWF and other projects. You will manage schedules, information systems and workforce administration to ensure smooth festival execution.

Reporting to the Senior Production Manager, you will support planning, documentation and day-to-day admin while maintaining rigorous records, budgets and procurement tracking. Weekend/after-hours work may be required, as festivals demand.

Qualifications

• Minimum 3–5 years experience in production administration or event operations.
• Experience with multi-stakeholder projects or festivals desirable.
• Experience with procurement administration, financial tracking or workforce administration.

Responsabilités

• Maintain production schedules, milestones, staffing requirements and procurement timelines across festivals.
• Coordinate flow of operational information between Production, Programming, Finance, Procurement and HR.
• Maintain production dashboards and trackers; provide regular updates to leadership.
• Monitor project readiness and highlight risks, bottlenecks and resource pressures.
• Support planning, forecasting, post-festival reconciliation, reporting and close-out.
• Administer production management platforms (e.g., Airtable, SharePoint).
• Develop and maintain templates, trackers, workflows and digital archives.

Connaissances

Strong written and verbal comms

Stakeholder coordination

Problem solving and initiative

Manage multiple priorities

Agile and adaptable

Proactive and resourceful

Organisational and planning

Attention to detail

Information management

Financial & procurement administration

Project administration tools

Procurement/finance workforce admin

Independent work under pressure

Contract-based/workforce experience

Arts/festival/production environment

Outils

Microsoft 365 Suite

Excel & reporting tools

SharePoint

Airtable or equivalent database

Budget tracking systems

HR/payroll systems (e.g. Whyze ESS)

Description du poste

Production Coordinator, Operations (Festival)

Join us to shape Singapore’s arts landscape. Collaborate with passionate people, champion bold ideas, and bring iconic spaces to life. Your creativity fuels a vibrant cultural future.

Job Purpose

The Production Coordinator (Festivals) provides coordination, administration and systems support for production delivery across Arts House Group’s festival portfolio, including the Singapore International Festival of Arts (SIFA), Singapore Writers Festival (SWF) and other assigned projects.

Working across overlapping festival cycles, the role maintains production information, workforce and contractor records, procurement trackers, operational reports and shared systems to ensure that production teams have accurate and accessible information throughout planning, delivery and project close-out.

The role supports the Senior Production Manager and Production Leads by coordinating follow-up, maintaining documentation, tracking operational actions and providing the day-to-day administrative support required for festival production. Decisions relating to production strategy, resource allocation, delivery leadership and risk acceptance remain with the Senior Production Manager.

Duties and Responsibilities

Production Operations Coordination and Reporting

• Maintain visibility of production schedules, milestones, staffing requirements, procurement timelines and operational dependencies across festivals and assigned projects.
• Coordinate the flow of operational information between Production, Programming, Finance, Procurement, Human Resources and relevant external stakeholders.
• Maintain production dashboards and trackers, follow up on outstanding actions and provide regular operational updates to the Senior Production Manager and Production Leads.
• Monitor project readiness and highlight emerging risks, bottlenecks, resource pressures or areas requiring management attention.
• Support annual planning, forecasting, post-festival reconciliation, reporting and project close-out.

Production Systems and Information Management

• Administer production management platforms, including Airtable, SharePoint and other operational databases.
• Develop and maintain production templates, trackers, workflows, technical rider repositories, venue information, staffing records and digital archives.
• Ensure production information and records are accurate, current, accessible and appropriately archived in accordance with organisational requirements.
• Support the onboarding and training of staff and contractors on production systems, documentation requirements and agreed workflows.
• Maintain clear handover and knowledge-transfer records to support continuity across festival cycles.

Workforce, Casual Crew & Contractor Administration

• Coordinate recruitment administration, onboarding and deployment processes for contract staff, technical personnel and casual crew.
• Maintain workforce databases, staffing records and contractor documentation.
• Monitor staffing allocations, contract timelines and workforce availability.
• Coordinate timesheet processing, contractor payment workflows and manpower administration.
• Maintain visibility of workforce requirements across festivals and projects.
• Prepare workforce information and reports to support planning by the Senior Production Manager.
• Ensure continuity and accessibility of staffing information across festival cycles.
• Maintain procurement and expenditure trackers across production workstreams, including the status of quotations, tenders, purchase orders, contracts, invoices and payments.
• Coordinate procurement and payment information between Production, Finance, Procurement, vendors and project teams.
• Maintain accurate filing and supporting documentation for procurement, financial monitoring, reconciliation and audit purposes.
• Update production budget monitoring reports and provide visibility of expenditure, commitments and outstanding obligations.
• Support vendors and project teams in completing the administrative requirements for procurement and payment processes.

Production Standards & Operational Frameworks

• Maintain production SOPs, templates, onboarding materials, operational toolkits and documentation standards.
• Monitor the completeness and quality of production records against organisational, procurement, financial and administrative requirements.
• Maintain issue trackers, risk registers and action logs, and coordinate documentation required for reviews, approvals and audits.
• Identify recurring administrative or operational challenges and recommend improvements to systems, workflows and reporting processes.
• Capture lessons learnt and support the implementation of consistent practices across SIFA, SWF and other festival projects.

Others

• To carry out and assume any other duties and responsibilities as and when assigned by the Management

Experience

• Minimum 3-5 years experience in production administration, production coordination, arts administration, event operations, venue operations or related fields.
• Experience supporting complex, multi-stakeholder projects or festivals.
• Experience with procurement administration, financial tracking or workforce administration.
• Experience working with contract-based, freelance or project-based workforces.
• Experience maintaining systems, trackers, workflows or operational processes.
• Familiarity with performing arts, festivals or technical production environments preferred.

Technical Skills

• Microsoft 365 Suite
• Excel and reporting tools
• SharePoint
• Airtable or equivalent database platforms
• Budget tracking systems
• Project administration tools
• HR/payroll or claims systems such as Whyze ESS, or equivalent platforms are an advantage
• Strong organisational and planning skills
• High attention to detail
• Process discipline and systems thinking
• Information management
• Financial and procurement administration
• Stakeholder coordination
• Problem solving and initiative
• Ability to manage multiple priorities simultaneously
• Strong written and verbal communication
• Able to work independently and under pressure to meet tight deadlines.
• Agile and adaptable in responding to evolving programme and operational requirements.
• Proactive and resourceful in navigating challenges within a dynamic festival environment.
• Able to work on weekends and after office hours as required.

NOTE: This is a 2-year contract role.