Scheduling Coordinator

PURPOSE OF THE ROLE:

The Scheduling Coordinator also supports the Delivery Department to ensure smooth delivery of all ATT programmes.

KEY RESPONSIBILITIES:

• Assist with onboarding new freelance cast and crew onto the resource management software and assist with queries.
• Input operational details and create documentation for deliveries, eg weekly rotas, event timings, call sheets.
• Identify and flag freelance contractor resourcing needs across projects. Support on the recruitment of freelance crew members.
• Coordinate the swap/cover system for freelancers and ensure accurate tracking.
• Proactively identify and resolve scheduling conflicts. Liaise with freelance cohort to ensure shifts are allocated.
• Pre-empt, book and track appropriate training for freelance cohort.
• Work alongside the Delivery Department team to keep our resource management software and CRM event software up to date.
• Track and authorise hours for cast and crew freelancers via resource management software, ensuring accurate financial management.
• Work with the Casting & Content team to support auditions, rehearsals and observations for new cast members.
• Join the working groups calls, give updates and identify areas of improvement at the immersive centres.
• Work alongside the Commercial Department to ensure that relevant resources are secured for client bookings.
• Participate in the ‘out of hours rota’, fielding calls about late notice rearrangements (e.g. last-minute team dropouts / replacements) – on call only a few days per month maximum
• Provide general support to Delivery Department on new projects as required. Provide emergency cover for senior crew roles at ATT’s immersive centres.

THE IDEAL CANDIDATE WILL HAVE:

• A degree-level or equivalent qualification OR equivalent, relevant experience for the role
• At least 1-2 years experience in arts administration, production administration, stage management, or live events
• Experience of dealing with complicated schedules in a live events setting.
• An understanding of the challenges of working with a large cohort of freelance consultants.
• Competent IT skills (CRM systems experience desirable)