About us:
Once Upon A Time is a full service creative agency with offices in London, Alfreton, New York and LA. The Soho (London) division produces high quality video content for the film and TV industry, including filmed EPKs, creative content shoots, press junkets, Q+As and red-carpet coverage. We also boast an in-house post-production facility with five edit suits and a fully integrated team situated within our office. Our work can be found daily - on air and online, all over the world.
About the Role:
This position is full-time and office based (with negotiable WFH day(s . We are looking for someone with maturity, a self-starter who is comfortable with the responsibility of a role such as this. It is often the case that the production team are out on shoots and we are looking for a reliable person to be on top of the current roster of work and support the team from the office. We have 5 producers and a production manager who could all be working on different projects, so we are looking for someone who has the confidence to manage the workflow when they are potentially being pulled in many directions. Time-management and an ability to see what is priority will be essential.
We are looking for a friendly and supportive person to join our Production team. You will work under the direction of the Managing Director, Producers and Production Manager to help ensure all aspects of our shoots are covered and processes are in place.
Key Responsibilities:
- Ensure the diary is always up to date with client briefs and crew information.
- Complete and send out crew documents such as Call Sheets, Risk Assessments, Movement Orders.
- Co-ordinate junket background briefs for designers and oversee the design workflow for printing.
- Share and log Non-Disclosure Agreements to any/all crew being commissioned for the first time by the company.
- Work with Producers to ensure all aspects of shoots are covered, which includes, but isn't limited to, booking locations, hotels, travel and other logistics.
- Work with the Production Manager to co-ordinate crew + equipment for shoots where necessary.
- Assist with briefing documents for the Post Production team as work is filtered through from Production.
- Assist the finance team with crew invoicing + end of month costings.
- Liaise with the OUAT Office Facilities Manager for managing the Soho office needs.
- Assist with shoot reports during busy times and help to keep shoot logs up to date.
- Carry out day-to-day tasks in the office, e.g. answering the phone, ensuring the office stationary / supplies are fully stocked.
- Assist with preparing pitch documents and proposals.
- Support with administrative procedures to ensure the business overall achieves efficiency and a streamlined workflow.
- Ensure processes are in place and all documents are signed and filed for all new freelancers and staff (address details, passport scans etc).
Key skills:
- Excellent organisational skills
- Attention to detail
- Good knowledge of Excel, google docs and general spreadsheets
- Good knowledge of budgeting, invoicing and numbers
- Organisational and time-management skills, together with the ability to work under pressure and meet tight deadlines
- Preferably experienced in authoring Call Sheets, Risk Assessments, Movement Orders - general production paperwork
- The ability to handle confidential information
- Strong communication skills
- Strong team player