Admin Executive - Crewing

JOB RESPONSIBILITIES

General

• Maintain and update Crewing Calendar factoring in projects and in-house needs and crew leave.
• Support and provide information on Time Off In Lieu (TOIL) entitlement for in-house crew on a monthly basis.
• Maintain an updated crew database for both in-house crew and freelancers with positions, grades, job scale, and performance, rate of professional fees, responsiveness, reliability, skills, and technical competencies.
• Any other ad-hoc crewing responsibilities.

Project Related

• Obtain relevant project information from Sales Department for crewing needs, such as location of project, crew positions, project duration, crew rate, and any other additional requirements.
• Consult Project Technical Manager to identify the crew requirements and skill sets required for each project.
• Roster project with in-house and freelance crew.
• For freelancers - Negotiate fees, manage contracts and relevant documents, and outline company expectations and policies.
• Arrange and/or coordinate crew logistics including preparation of per diems, visa application, flight, accommodation, transportation, and meals.
• Plan for crew contingencies for unexpected situations that may jeopardize projects.
• Support project crew by playing an active role in all communications related to crew (logistics and crew welfare).
• Source for replacement if a scheduled crew member becomes unavailable due to illness, flight cancellations, etc.
• Assist in all project closeout activities including evaluation of project performance (from crew perspective), archival of projects, and preparation of close out reports.
• Incorporate crew performance evaluation reports into crew database.
• Tabulate and analyze project crew financials (freelancer fees, logistics, Per Diems, etc.) to report any cost over-runs or irregularities to Crewing Manager.
• Verify invoices received from freelancers for billing.
• Assist in reimbursements for projects for in-house crew members.

JOB REQUIREMENTS

• Minimum Diploma in Business/Economics/Finance/HR or related fields.
• Minimum of 2 years’ experience of working experience in travel management and personnel or roster management
• Excellent negotiation, communication, interpersonal and project management skills
• Ability to contribute and multi-task in a high performing and fast-paced environment.
• Meticulous and Organized
• Expert proficiency in Microsoft Office suite
• A good understanding of mass media and communication (preferably in broadcasting industry)