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POSITION: PRODUCTION ADMINISTRATOR

BlackHouse is a woman and minority-owned event production agency founded in 2016 with a mission to create experiences worth framing for corporations, brands, and non-profit organizations. Our experiential approach to event design brings our client’s message and event programming to life. We bridge the gap between ideation and execution, providing a concierge-like experience for our clients. Working with a tribe of the industry’s elite, we provide comprehensive event production services, specializing in production design, technical production, and show direction. We offer a dynamic work environment, and an opportunity to grow with a group of passionate individuals who live for moments that take your breath away.

Position Summary

BlackHouse is seeking a Full-time Production Administrator to support the production functions of the Agency. The Production Administrator will coordinate & facilitate much of the logistical aspects of our live, virtual, and hybrid events. The Production Administrator will report directly to the Production Director and work cross-functionally with Production Managers, Technical Directors, and Producers to make sure pre-production, production, and post-production run smoothly at all times. The Production Administrator will work with vendors, crew, and the client to ensure the overall success of the job. They will typically work in the office 4 days a week and from home one day a week.


The Production Administrator will be driven to deliver exceptional service and administrative support. This role is ideal for someone early in their career seeking to expand their professional knowledge and gain exposure to the administrative & operational side of events. They will provide high-level administrative support for the BlackHouse tribe on-site as needed.

Job Description

Responsibilities 

 Administration & Operations 

  • Utilize agency software (ASANA)  to communicate and project plan with executive, recruiting, and bookkeeping teams 
  • Heavy Calendaring & Scheduling within Google calendars of production-specific milestones, freelancers interviews, vendor & freelancer meetings 
  • Creating Agendas & Concise Note Taking for all production and client meetings as needed  
  • Assist with creating & updating departmental descriptions & workflows
  • Research special projects, vendors, and supplies as assigned
  • Organize & Maintain the Vendor Database 
  • Research potential venues and maintain a venue database 
  • Draft | Update Production Docs & Templates with BH Branding
  • Assist Production Director with BlackHouse inventory coordination and logistics for projects 
  • Assist Production Director with departmental expense reports 
  • Work on ad hoc requests as required

Project & Tribe Coordination

  • Assist production director with freelancer contracting process which consists of  Staff Planning, Recruiting, Screening, Booking, Position & Project Onboarding, scheduling, and close out the production team
  • Assist with the development of Tribe Job Descriptions & Workflows
  • Develop & Update Org Chart per project 
  • Coordination and monitoring of the freelancer time tracking process 
  • Prepare expense reports for production staff and artists 

Production Support & Vendor Coordination 

  •  Create Google Production Folder & Production Templates 
  • Meet regularly with internal & external collaborators on & off-site
  • Perform site surveys as needed
  • Collaborate with Producers to Onboard new vendors
  • Contract vendors: research options, compare quotes, confirm contracts, and ensure timely payment
  • Compile & distribute event binders & drawing packets their shows as necessary
  • Support Production Staff with any agency administration requests ( Shipping, Receiving, Credit Card Purchases)
  • Update & manage production schedules, contact sheets, crew counts, budget trackers, and other documents as necessary
  • Work with the Bookkeeper to ensure vendors payments are made on time 
  • Participate in final budget reconciliation
  • Facilitate the permitting process
  • Facilitate the insurance process for vendors & contractors
  • Facilitate onboarding process 
  • Work independently and with an agency travel agent to book travel (air, ground, and hotel) for the project team, vendors, and clients
  • Set up & maintain onsite production office Distribute radios, credentials, petty cash, and any other pertinent crew supplies onsite. As needed 
  • Ensure crew meals are coordinated & ordered 

Qualifications

  • Have excellent interpersonal & communication skills, both verbal & written 
  • Take initiative, multi-task, and work positively in a fast-paced environment 
  • Ability to accept direction and required to be comfortable and flexible with evolving priorities and roles 
  • Work with discretion, diplomacy, confidentiality, and tact in high-pressure settings
  • Demonstrate a sense of urgency & act responsively
  • Work independently as well as within a team environment
  • Supremely organized, detail-oriented, and thorough

Required Knowledge and Skills 

  • Bachelor’s degree and/or a minimum of two years of live event, entertainment, AV operations, touring, film production, concert and/or production experience
  • Excellent planning & project coordination skills
  • Demonstrated evidence of successful teamwork
  • Professional demeanor 
  • Calm and flexible approach to handling the pressure and stress of ever-changing demands
  • Working knowledge of theatrical, film, and/or production procedures and practices and  eagerness to apply that knowledge in a wide range of projects 
  • Proficient in Google Suite (Docs, Sheets, Slides, Forms)
  • Highly proficient computer skills including Microsoft Office, Excel, and PowerPoint
  • Knowledge of DocHub a plus
  • Knowledge of Canva is a plus 
  • Strong knowledge of core event production elements, terms, and process
  • Familiarity with Technical event production
  • Knowledge of venues (NYC & beyond) is a plus

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