Production Office Assistant

ABOUT THE ROLE

Axiom Events Ltd is one of the North East’s leading event production and rental companies, supplying Lighting, Video, Audio, Rigging and Staging equipment and services to the events sector across the UK and overseas.

We’re looking for a Production Office Assistant to join our team. Based in the production office, you’ll be the link between our Projects team, crew and warehouse: booking technicians, co-ordinating transport, and keeping paperwork and systems up to date so every event runs smoothly.

This is an entry-level role with plenty of scope for career development in a fast-growing company. It would suit an organised, people-focused person looking to get into the live events industry, especially someone who enjoys logistics and planning.

You’ll report to our Operations & Logistics Manager and work closely with the Admin Manager and Projects team. No previous industry experience is needed as full training is provided. A can-do, flexible attitude is essential.

KEY RESPONSIBILITIES

Crew & logistics

• Book technicians and crew in Teamtrack: request availability, confirm bookings, build schedules and keep Teamtrack up to date.
• Co-ordinate transport for each job: book vans and trucks, plan deliveries and collections, and arrange hire vehicles and drivers when needed.
• Arrange crew travel and accommodation for events away from base.
• Source sub-hire equipment from suppliers, get quotes, and raise and track purchase orders.
• Liaise with the warehouse so equipment is prepped and ready to leave on time.

Production support

• Help the Operations & Logistics Manager put together production schedules, briefing documents and event plans.
• Prepare event paperwork and send it to the on-site team.
• Help prepare Risk Assessments and Method Statements (RAMS) and gather the health and safety documents for each event.
• Be a point of contact for crew chiefs and clients on changes in the run-up to an event, keeping job files and Current RMS updated.

Hire desk & office

• Front our rental desk: take calls and enquiries, take bookings, and edit prep lists and paperwork.
• Use Current RMS to build jobs, create documents and export prep lists for the warehouse team.
• Help keep event budgets up to date, and help the Admin Manager process invoices, receipts and crew timesheets after each event.
• Keep our hire inventory documents and web catalogue up to date with new products and changes.
• General office admin and data entry.

Warehouse support

• Occasionally prep and de-prep equipment, check in returns and produce outstanding-item reports for the team.
• Fit asset labels and branding to new equipment.
• Follow company health and safety procedures and help keep facilities clean and tidy.

WHO WE’RE LOOKING FOR

• Highly organised with excellent attention to detail
• Clear, friendly communication by phone and email
• Comfortable with computers: spreadsheets, email and picking up new software quickly
• Calm under pressure, able to juggle changing priorities and tight deadlines
• Works well in a team and on your own initiative
• Reliable and punctual, with a flexible, can-do attitude
• Able to undertake some manual handling

PERSON SPECIFICATION

Essential

• Full UK Driving Licence
• Great working knowledge of Excel and/or Google Sheets
• Adaptable, can do attitude and a willingness to support across multiple departments and a range of tasks

Desirable

• Experience of Teamtrack, Current RMS or similar booking software
• Office, logistics or events admin experience
• Interest in or knowledge of Sound, Lighting and Video

TRAINING & DEVELOPMENT

A full programme of training will be provided to the right person, including Teamtrack, rental management and a fast track learning path into project and production management.