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Technical and Production Administrator

Job Title:            Technical and Production Administrator

Department:        Technical and Production

Reports to:          Producing Director

Classification:     Full-time, Non-Exempt

Date:                    February 2017

 

 

SUMMARY:  The Technical and Production Administrator manages the financial processes and administrative activities of the Technical and Production departments.  He/she works closely with all departments of the Technical and Production team to ensure that productions run smoothly administratively, meet deadlines, and stay within budgets.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Financial

  • Track expenses, ensuring that account coding is done according to budget.
  • Prepare weekly spending reports, analyzing expenses for budgeting purposes.
  • Coordinate and process payroll for all technical and production departments (including Stagehand, Wardrobe, Costumes, Wigs and Makeup, Stage Management, and technical and production staff).
  • Coordinate and process weekly invoices and Accounts Payable.
  • Coordinate and process credit card statements with/for members of the technical and production department.
  • Track and reconcile Technical and Production petty cash.

 

Administrative Operations

  • Oversee departmental HR functions:
    • Collate and maintain Technical and Production Department HR records (i.e. attendance tracking, vacation schedules, etc.)
    • Work with HR, arranging keys, parking cards, and other administrative details for Technical and Production staff members
  • Working with the Safety Manager, administer the HGO Safety Program (processing and tracking injury reports, managing deadlines, preparing OSHA reports, etc.).
  • Acquire and maintain all necessary legal and permit paperwork (such as flame permits, etc.).
  • Administer technical requirements of rental and co-production contracts, including but not limited to:
    • Issuing and tracking payments (for incoming productions)
    • Coordinating and scheduling technical and costume supervisors
  • Arrange travel and housing for HGO technical and production staff and supervisors from other companies as required.
  • Prepare and administer Technical and Production staff contracts.
  • Maintain Technical and Production department files (electronic and paper).
  • Provide administrative support for the Producing Director and Technical Director as required.

 

NOTE: This job description represents the essential functions of the position, but is not all inclusive.  Additional duties reasonably related to the position may be assigned.

 

ESSENTIAL JOB QUALIFICATIONS:

Bachelor’s degree or equivalent experience required.  Experience with finance operations or office management mandatory; prior work experience in a professional arts organization strongly preferred. Must be proficient in Microsoft Office programs – demonstrated skill with Excel a must.  Experience in arranging and planning travel (both domestic and international) beneficial. Previous experience with OSHA health and safety practices and programs helpful.

 

SPECIAL JOB CHARACTERISTICS:

Candidate should be highly motivated, independent self-starter with ability to process numerous elements and information within a fast-paced, deadline driven environment.  Must be able to pay extremely close attention to detail and to maintain the highest level of accuracy while juggling multiple tasks. Should be a creative problem-solver with strong verbal and written communication skills.  

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