Production Administrator

Key Responsibilities:

• Raise, issue and track purchase orders for suppliers, freelancers and talent
• Chase, process and follow up on invoices; reconcile against POs and submit to Finance
• Ensure cost estimates are approved by clients and billed timeously once jobs are complete
• Set up internal and external meetings and boardrooms, including pre-production meetings, shoots and reviews; circulate agendas and minutes
• Liaise with suppliers, freelancers, studios and clients on bookings, deliveries and paperwork
• Ensure producers update weekly statuses
• Draw up contracts for on camera talent ahead of shoots
• Draw up Department of Labour forms and submit prior to shoots
• Provide general administrative support to Producers and the wider Production team
• Train into small radio productions — assisting on briefs, studio bookings, voice talent, scripts and traffic
• Train into small animation and product update commercials — assisting on briefs, suppliers, assets, revisions and delivery

Minimum relevant experience and skills/attributes required:

• Matric essential; relevant tertiary qualification in production, media, advertising or business administration advantageous
• 0–2 years' experience in an administrative, coordinator or junior production role (advertising, media or production environment preferred)
• Proficient in MS Office (Outlook, Word, Excel)
• Exposure to production or agency job management systems advantageous (e.g. Magnetic, Workbook)
• Strong administrative, organisational and time management skills
• Excellent written and verbal communication skills
• Meticulous attention to detail and accurate record-keeping
• Ability to juggle multiple jobs and deadlines without losing track
• Proactive, self-motivated and solution-driven
• Comfortable chasing people for paperwork, approvals and payments
• Genuine interest in production (radio, animation, commercials) and willingness to learn on the job
• Flexible to work over and above normal hours from time to time
• Must be Cape Town based and willing to work in office as well as from home