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