Production Assistant

Production Assistant – Job Specification ️ Important Application Instructions

All applications must be submitted through our official online application form.

Please complete the application form using the link below:

https://forms.monday.com/forms/ccc97675e3ffdad54f06e9ebb5004580?r=use1

Applications submitted directly through LinkedIn, Indeed, Bizcommunity or email will not be reviewed or taken into consideration . Completion of the official application form is required for your application to be considered.

Overview

Flash Forward Productions is looking for a highly organised, proactive and detail-oriented Production Assistant to support the CEO and production team across production, pre-production, administration, logistics and creative development.

This is a fast-paced, hands-on role suited to someone who takes initiative, communicates clearly and can confidently manage multiple tasks and deadlines. The successful candidate will play an important role in keeping productions, meetings, suppliers and day-to-day office operations running smoothly.

Key responsibilities

1. Production and pre-production support Assist with production logistics, including travel, accommodation, catering, craft services and equipment. Coordinate crew, cast, suppliers, contractors and production vendors. Assist producers and coordinators with call sheets, schedules, timelines and task trackers. Ensure production information is shared with all relevant parties on time. Support the production team with pre-shoot and on-set requirements. Capture behind-the-scenes photographs and videos on shoot days. Assist with production-related collections, purchases and deliveries when required.

2. Supplier and quotation management Source and compare quotations from suppliers and service providers. Negotiate pricing and availability where appropriate. Coordinate supplier bookings, confirmations and follow-ups. Maintain and regularly update the company’s supplier database. Keep supplier contact details, rates and service notes current and accessible. Assist with coordinating company purchases, repairs and equipment servicing.

3. Scheduling, meetings and communication ⏰ Schedule internal and external meetings. Manage recurring meetings, reminders and follow-ups. Take accurate and detailed meeting minutes. Distribute meeting minutes promptly to clients and team members. Record and track action items, responsibilities and deadlines. Follow up with relevant team members to ensure tasks are completed. Help maintain clear communication between clients, crew, suppliers and the internal production team.

4. Creative and pitch support Contribute ideas during creative brainstorming and concept development. Assist with concept documents, scripts, treatments and visual references. Support the preparation and layout of proposals and pitch presentations. Conduct research relating to locations, talent, props and creative references. Assist with proofreading, document formatting and presentation preparation. Help coordinate and schedule organic social media content.

5. CEO, office and administrative support ️ Provide day-to-day administrative and scheduling support to the CEO and production team. Assist with reminders, meeting preparation, research and task follow-ups. Handle general office administration and basic day-to-day duties. Help maintain a professional, organised and client-ready office environment. Welcome clients, guests and suppliers professionally. Manage office, kitchen and craft supplies. Liaise with landlords, contractors and service providers regarding maintenance or repairs. Assist wherever additional coordination or administrative support is required. Location

This is a fully office-based position at our offices in Sandton, Johannesburg.

Salary

Remuneration will be dependent on experience, skill set and overall suitability for the position.

How to apply

All applications must be submitted through the official application form:

https://forms.monday.com/forms/ccc97675e3ffdad54f06e9ebb5004580?r=use1

Applications submitted via LinkedIn, Indeed, Bizcommunity or email will not be reviewed.

Only shortlisted candidates will be contacted.

REQUIREMENTS Requirements Previous experience in production, events, media, administration or coordination is advantageous. Excellent organisational and time-management skills. Strong written and verbal communication. Exceptional attention to detail and follow-through. Ability to manage multiple priorities in a fast-paced environment. Confidence liaising with clients, suppliers, crew and contractors. Comfortable using Microsoft Office, Google Workspace and project-management platforms. A valid driver’s licence is required. Access to a reliable vehicle is advantageous. Willingness to travel to shoots, meetings and events when required. Availability for occasional early call times, overtime or weekend work when required by production schedules.

The ideal candidate

We are looking for someone who is dependable, resourceful and solutions-driven. You should be comfortable taking ownership of tasks, following up without being reminded and identifying potential problems before they become urgent.

A genuine interest in the film, television, media or events industry is essential.

How to apply

All applications must be submitted through the official application form:

https://forms.monday.com/forms/ccc97675e3ffdad54f06e9ebb5004580?r=use1

Applications submitted via LinkedIn, Indeed, Bizcommunity or email will not be reviewed.

Only shortlisted candidates will be contacted.