Production Travel Coordinator

Production Travel Administrator - Remote Position_Multiple Tours - Australian based role working across the US, Australia & New Zealand_OVERVIEWJob Profile:

The Production Travel Administrator is responsible for the coordination and organisation of the travel and human resource logistics for the company’s shows, tours and events.

The role will assist the Producers, Tour Managers and Production teams through booking and administrating the coordination of people and products across tours in 2024. This is inclusive of HR administration, travel arrangements and touring logistics, bringing tours to life.

Hours:

Full-time hours

Flexibility across working hours is essential 

Weekend work and the ability to be easily contactable is a key component

Location:

Work from home with the ability to travel every 6-8 weeks for 2-3 days where potentially required. 

Practicals:

Own computer, strong wifi, phone, work from home space

Salary:

$65,000 per annum plus 11% super  

Contract:

3 month trial period, then with a full time capacity

Reporting to: Producers, Tour Management

Deadline: December 2024

Starting: Mid-December

To Apply:

Address the selection criteria.

Include a resume & cover letter.

Include the names and daytime contacts of two work referees.

Forward to:

Brent Pace

hello@614talent.com.au

KEY RESPONSIBILITIESGeneral Responsibilities:

• Work closely with the Producers, Tour Managers and Production teams to ensure the travel, personnel and touring arrangements are planned efficiently and on target for each tour
• Manage the organisation strategies of the tours and events with regards to forward planning and execution of travel vs. cash flow priorities
• Communicate and liaise with the tour personnel including cast, crew and management for the smooth execution of the company and show priorities
• Effectively manage tracking budgets and expenses along with the management of cost benefit analysis of all tour management travel and coordination decisions

Tour Administration Responsibilities:

• Operate as the point of contact for all cast, crew and tour personnel with regards to contracts, travel and touring arrangements.
• Organise and administer cast and crew Visa applications across Australia, New Zealand, the UK & US, for upcoming tours and events
• Coordinate travel arrangements to, from and during a tour for any necessary tour personnel
• Organise accommodation for each night of each tour as per the parameters and budgets set by the tour plan
• Coordinate freight of merchandise, production equipment and goods across tours throughout each territory as required by the company operations
• Work as a point of contact for the wellbeing of the touring personnel 
• Communicate, collaborate and negotiate with current company stakeholders and relevant contacts on travel planning, organisation and booking
• Remotely plan and coordinate the draft tour travel schedules through inputting all booked information into Master Tour (touring system) ensuring information is timely and accurate
• Organise and execute personnel contracts for tour personnel including cast and crew, ensuring compliance with relevant territory laws
• Communicate and liaise with company legal and finance teams to ensure contracts, budgets and accounts are working cohesively where required throughout the role

SELECTION CRITERIASkills/Abilities

• Proven high standards of written and oral communication
• Proven level of integrity and discretion
• Proven ability to problem solve and prioritise required tasks
• Arts administration or production administration experience in a theatrical setting looked upon very favourably
• Experience in negotiating travel, accommodation, or contracts, or a solid combination of the three
• Experience in balancing cash flow priorities
• Experience in travel, touring or previous experience working in the US, UK as well as Australia and/or New Zealand
• Experience across Google suite, or similar in Word, Excel and proficient computer skills and an understanding of how to use online systems and the ability to learn quickly
• Experience working with a wide range of personalities in a daily changing environment

Knowledge

• Understanding how a performing arts tour functions on a day-to-day basis.
• Demonstrated interest in performing arts events, theatre, dance.
• An interest and sensitivity of people and personalities in the arts space.

Position Notes

This position would suit someone who is looking for a flexible work from home style arrangement. The successful candidate would use this position as their sole job for the as the requirements of the role mean that the candidate would be required to be contacted when required. The position covers a range of tours across different time zones therefore the successful candidate will need to have the flexibility to work hours outside of 9-5 (AEST) from time to time; however, would have the ability to choose their own schedule within the parameters set out by management.

Should candidates have any questions about the position, or wish to have a conversation in confidence please email hello@614talent.com.au

ABOUT US

614 Talent in conjunction with the Pace Live companies operates as an entertainment production and promotion resource house throughout Australia, New Zealand, the United Kingdom & most recently the United States. In mid 2021 Pace Live was ranked as the 16th highest grossing promoter in the world (Pollstar Mid Year Global Rankings). 

The company began with a passion for performance and creative production, which led to fostering relationships with venues, producers, and performers throughout the world. From humble beginnings performing shows through regional Australian clubs and theatres, Pace now has relationships with more than 150 metropolitan and regional theatres across Australia & New Zealand.

Pace has worked hard to develop a trustworthy network solidifying memberships with organisations such as Live Performance Australia, Association of Performing Arts Professionals, and the Western Arts Alliance, USA, as it has grown into a respected entertainment company producing, touring & promoting shows across different markets. Pace has cultivated strong connections across theatres, festivals, clubs, arts spaces, stadiums and arenas. Their initial flagship large-scale touring production, A Taste of Ireland, has toured to sold-out venues across Australasia performing over 250 dates from 2019 - 2021. 

But the Pace team also believes in giving back and making a positive difference. They actively participate in community outreach programs to foster and develop regional communities and continue to build charity relationships. Pace also formed a significant relationship with Australia’s largest not-for-profit children’s cancer foundation, Camp Quality, and from their 2019 season Pace donated over $68,000 in kind for children in need. 

Pace isn’t just an entertainment company: it’s a young, fresh, and professional business that has been nurtured by performers, for performers. With over a decade of personal experience as entertainers, they understand what artists need and how to get the job done. They have the network, the passion, and the integrity to build meaningful relationships with artists and performers and Pace is quickly becoming an internationally trusted organisation within the industry.