Reporting to the supervising location manager or location manager, location coordinators in high-end TV, scripted film and drama are responsible for recording and monitoring location department paperwork to ensure the smooth running of the department. This is in relation to location use and release, local authority permissions and clearances, insurance claims, security breaches, movement orders, equipment lists, location plans and production schedules.
In addition, they coordinate purchases and payments, monitor and reconcile budgets, identify potential shortages in crew, security staff and equipment and, when required, they liaise with suppliers, location owners, local authorities and the accounts department.
These core responsibilities are provided as a guide and are not exhaustive. The exact responsibilities on a particular production will vary depending on the scale and budget band.
Track and chase fully executed contracts, consent forms and location releases, liaising with location owners when required
Create and distribute location lists
Create and distribute recce schedules
Record and monitor permissions, clearances and arrangements for traffic management, parking restrictions, road closures and parking, liaising with councils when required
Collate and store reports about breaches in security
Store and monitor information relating to location insurance and claims
Identify and report any damage to locations and deal with complaints
Monitor and record expenditure for locations against budget, bringing overspend to the attention of location managers
Provide financial reports
Liaise with accounts department to reconcile location department budget
Create purchase orders and monitor invoices
Ensure timely payments and remittances for purchases and location fees
Collect and record tenders, estimates or quotations from suppliers
Confirm terms, conditions and price of supply in writing
Monitor stock levels and respond to any shortfalls or delays in delivery
Source kit when required
Maintain an up-to-date equipment list and vehicle list
Monitor the return of equipment and materials on hire or loan
Obtain reports for lost, damaged or stolen equipment
Confirm crew insurance is in place
Chase and log timesheets and overtime
Book marshals
Create and distribute movement orders
Monitor the provision of crew against schedule requirements
Record and store updates to intentions documents and schedules
Establish efficient communication systems and communicate updates to others when required
Monitor the provision of crew, supplies and equipment against schedule requirements
Store health and safety files and certifications
Work in line with health and safety practice for all aspects of own role
Skills
Check out role specific skills, transferable skills and attributes for the role of locations coordinator.
Creating, coordinating, issuing and storing location department documentation in relation to:
location use and release
local authority permissions and clearances
insurance claims
security breaches
movement orders
equipment lists
location plans and production schedules
Managing information: chasing and storing documents and tracking progress and changes
Running spreadsheets: creating and maintaining spreadsheets and pulling off reports
Communication: interpreting schedule requirements and communicating updates to crew and colleagues
Teamworking: collaboration within own and with other departments
Running budgets: managing purchases and payments and coordinating and reconciling budgets
Resilience, enthusiasm and curiosity: adapts positively to changing work priorities and patterns, ensuring deadlines continue to be met. Proactive and explores new ideas and non-standard ways of working which will enhance and deliver the best results for the production
Productivity: organises work effectively and achieves required results within deadlines. Demonstrates the drive and energy to get things done in pressurised situations and escalates appropriately when necessary
Ethics and integrity: honest and principled in all their actions and interactions. Respectful and inclusive of others, and meets the ethical requirements of their profession
Flexibility: willing to both listen and learn and to accept changing priorities and working requirements and has the flexibility to maintain high standards in a changing production environment
