Company and Production Coordinator

About House of Oz

House of Oz is an award\-winning philanthropic and production platform dedicated to taking Australian creativity to the world's stages. Founded to bridge the gap between creation and market, we act as a philanthropic powerhouse that supports emerging Australian artists to reach global audiences and grow their careers. We turn opportunity into reality by providing vital funding for production, marketing, tech, PR, travel, and accommodation.

We primarily use the Edinburgh Festival as our portal to the world's stages, giving artists the strategic weight and visibility needed to cut through the 3,900\+ competing shows. Our targeted support is highly effective: we have staged over 1,200 Australian performances overseas by more than 270 artists. Our artists have collectively won nine international awards, received 73 five\-star international reviews, and secured over 150 onward global bookings. As we continue to scale, our reach has expanded far beyond the UK to include presentations at the São Paulo City of Culture Festival in Brazil and the AMT Theatre in NYC.

Purpose of Post

As House of Oz transitions into a registered charity, we are seeking a highly organised, logistically\-minded Company and Production Coordinator to become the operational engine of the company. Operating within a lean, highly collaborative core team, you will support the Executive and Creative Directors by managing the administration for all incoming productions. You will take ownership of international artist logistics, financial tracking, and cross\-departmental coordination. You will also take line management responsibility for certain incoming productions as delegated, providing a clear runway to grow your producing career as our charity scales.

Main Duties \& Responsibilities

1\. Production \& Artist Logistics

• Organise or oversee booking of flights, trains, and hotels for visiting artists, especially during busy festival seasons.


• Manage all accommodation needs for incoming productions, including the management of the accommodation budget.


• Track strict visa deadlines, collect passports, and chase applications.


• Draft and distribute welcome packs, timetables, and contact sheets for incoming creative teams.


• Help incoming talent handle basic requests like local storage and freight shipping, as well as acting as the conduit between the artist and the venue.


• Handle overseas artists directly to ensure the day\-to\-day logistics and stage requirements run smoothly.

• Manually enter routine bills, track daily expenses, and save receipts.


• Set up and maintain the show accounts in consultation with the Executive Director.


• Manage the processing of invoices and purchase orders, monitoring everyday utility accounts and routine supplier payments.


• Reconcile accounts and submit VAT and GST paperwork. This is a critical function as we establish our new charitable financial structures.

• Act as the internal conduit for our retained marketing agency and freelance social media manager, ensuring they have the materials they need to maximise their strategic time.


• Handle basic back\-and\-forth emails about everyday marketing updates, book meeting rooms and schedule routine full company check\-ins.


• Upload marketing assets to venue portals, print physical posters, and track delivery orders.


• Resize photos, sort graphics folders, share raw video files, and fix typos in press releases or social media captions.


• Plan and send email marketing communications on a regular basis.


• Optimise and keep the company website up to date.

• Set up meeting links, coordinate calendars, write agendas, and type up minutes.


• Send out finalised agreements to artists or suppliers and chase them for signatures.


• Gather insurance certificates, travel insurance, risk assessments, and equipment safety logs from teams.


• Filter general email inboxes, answer basic questions, and forward important messages.


• Organise digital files into the correct Google Drive or Slack folders.


• Manage VIP and press invites, process free ticket requests, and drop sales updates into tracking sheets.


• Conduct general research to support the producing team with upcoming projects and logistical planning.

• To line produce designated productions as delegated by the Executive Director.

Essential

• Sector Experience: Previous administrative experience in a theatre or dance environment is essential. You bring at least 2\-4 years of experience and already understand the relentless pace of festival producing.


• Mission Alignment: A fierce champion of Australian talent. You understand the challenges creatives face when touring internationally and are motivated by the logistical, behind\-the\-scenes work that helps Aussie artists break through on global stages.


• Communication \& Boundaries: Excellent communications skills. You are entirely comfortable holding firm boundaries with artists regarding logistical limits.


• Logistical Expertise: Proven experience in diary and international travel management.


• Financial Administration: Excel in budget management and/or invoice processing.


• Systems Proficiency: Demonstrable computer skills, including Google Workspace. You genuinely enjoy taking chaos and organising it into neat digital folders and tracking documents.


• Working Style: A self\-starter who excels both independently and as part of a team. You have strong problem\-solving skills, the ability to navigate challenges innovatively, and you do not drop the ball on multiple competing deadlines.


• Discretion: A high level of professional integrity and confidentiality when handling sensitive data, private artist information, and VIP relations.


• Training Readiness: A proactive approach to continuous professional development, with a willingness to undertake relevant industry training (e.g., first aid, health and safety, or specialised software).

• Producing Knowledge: A working knowledge of live arts producing, including hands\-on experience with ticketing systems, sales tracking, and theatrical contracts.


• Immigration Admin: Visa and/or certificate of sponsorship knowledge.


• Marketing Support: Some experience in arts marketing, specifically the ability to handle basic image resizing, design, and asset trafficking.


• Career Ambition: Eager to step into a rapidly evolving organisation, with the long\-term ambition to grow your own producing career.


• Software Familiarity: Experience using Mailchimp, Canva, Google Workspace, Trello, and Xero.

Benefits:

• Company events


• Discounted or free food


• Free or subsidised travel


• Work from home

• Arts Administration: 2 years (required)

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