Crew Services Administrator

‎

Solotech is not accepting Agency/Recruiter submissions

Solotech are looking for a Crew Services Administrator. This role owns the administrative function of the department, processing crew payments. The role is also responsible for training process users, creating version controlled standard operating procedures (SOPs) and ensuring all other administration needs are accurate and up to date on a daily basis.

Why Solotech?

To take your career to the next level! As a global leader in live productions, systems integration and virtual technology, our team is comprised of more than 2,000 passionate individuals. Our ambition? To deliver spectacular experiences worldwide.

Day to day tasks

• Coordinates all administrative requirements of the department relating to timely and accurate review as required.
• Ensures the submission of all relevant documentation relating to crew invoices and technician timesheets,
• Ensures necessary actions relating to accurate and timely payment of crew invoices and technician timesheets.
• Monitors, manages and ensures timely review of the shared inbox relating to invoices and technicians timesheets.
• Creates and monitors purchase requisitions as soon as invoices are received.
• Ensures Purchase Orders are checked on a regular basis, minimum 3 times a day.
• Assists with the preparation of all other documentation relating to the role.
• Prepares and maintains standard operating procedures (SOPs) for the role and other crewing processes that include or impact timely processing of invoices, POs, or payment thereof.
• Ensures crew invoice accuracy before forwarding to accounts payable for processing.
• Ensures all payment delays are investigated and pursued until payment is made and timely responses given to relevant stakeholders.
• Ensures all users are trained on the processes and systems, including creating SOPs for same.
• Ensures Power BI reports are fit for purpose, raising discrepancies and creating a timely process plan (weekly, monthly).
• Conducts regular reviews of all the above to ensure accuracy within all given deadlines.
• Ensures the department is future proofed relating to all coordination and admin requirements.
• Provides support to the procurement process/department as required
• Any other reasonable ad-hoc request as required by your manager.

Essential skills / experience

• Hands-on experience with Microsoft Dynamics 365 (D365) or a comparable ERP financial system, including the ability to independently investigate and troubleshoot transactions.
• Comfortable working with Power BI or similar reporting/BI tools to monitor exception data and drive proactive action.
• Requires a high level of attention to detail
• Has strong communication skills with a high level of emotional intelligence.
• Demonstrates ability to build and document processes, procedures, and training materials from scratch.
• Demonstrated ability working in a fast-paced, high-volume, deadline-driven environment where any issues require speedy resolution.
• A curious nature and a natural problem-solver

Desirable skills and experience

• Experience in the concert touring, live events, or broader entertainment production industry.
• Procurement experience, particularly managing POs through an ERP financial workflow distinct from an operational/labour PO system.
• Familiarity with crew or labour management platforms such as R2, and scheduling systems such as Lasso.
• Experience supporting or participating in system interface/integration projects between operational and financial systems.
• Experience with timesheet or labour-cost reporting, particularly assigning worked time to specific jobs, projects, or events for payroll and cost-charging purposes.
• Experience in accounts payable, procurement, purchase order administration, or a similar expediting/administrative role.

Level of education

Educated to degree level (or equivalent) or relevant work experience.

Essential Requirements

Right to Work and Remain in the UK.

Full clean UK driving licence with access to vehicle.

Work experience

A minimum of 5 years of experience in a similar role.

Our offer to you

Competitive Medical Cash Plan

• Generous holiday allowance, 25 days + bank holidays
• Employee Assistance Program: free counselling, legal support & 24.7 help line
• Opportunities for training and career advancement
• Pension plan with employer contribution

Life Assurance

Cycle to Work Scheme

EV Scheme

Voluntary Additional Flexible Benefits

• We look forward to considering your application!
• Find out more at: www.solotech.com
• Solotech is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind and encourage applications from all individuals.