Office Production Coordinator

Welcome to Warner Bros. Discovery… the stuff dreams are made of.

Who We Are…

When we say, “the stuff dreams are made of,” we’re not just referring to the world of wizards, dragons and superheroes, or even to the wonders of Planet Earth. Behind WBD’s vast portfolio of iconic content and beloved brands, are the storytellers bringing our characters to life, the creators bringing them to your living rooms and the dreamers creating what’s next…

From brilliant creatives, to technology trailblazers, across the globe, WBD offers career defining opportunities, thoughtfully curated benefits, and the tools to explore and grow into your best selves. Here you are supported, here you are celebrated, here you can thrive.

Your New Role…

• To provide Personal Assistance to the Head of Wall to Wall West, the Director of Programmes & the Creative Director of Twenty Twenty
• Manage the day-to-day smooth running of a busy production office
• Coordinate and problem solve across development, production and the office
• Be the main contact for anything Bristol Office related
• To receive all production Deliverables and maintain information regarding the company’s back catalogue

Your Role Accountabilities…

Personal Assistant

• Diary Management for the Head of Wall to Wall West, the Director of Programmes & the Creative Director of Twenty Twenty. Booking/confirming meetings. Booking weekly domestic travel. Organise any international travel and accommodation, providing itineraries when applicable.

Finance and Just Produce

• Expenses, petty cash and monthly credit card reconciliations for Wall to Wall West and Twenty Twenty productions and team members who have left the business.
• Raise PO’s for invoices.

Assistant to Wall to Wall West and Twenty Twenty Productions

Development and pre-production:

• Help organise recces, book travel and accommodation and manage finances of a production in development and pre-production until a cost manager has been set up
• Help organise Legal & Business Affairs, Accounts and Post-production set up meetings for all new Wall to Wall West/ Twenty Twenty productions
• Set up an informal meeting with new Wall to Wall West/ Twenty Twenty productions re: Deliverables
• Organise a meeting with Wall to Wall West/ Twenty Twenty Production Management before and towards the end of post-production to ensure all deliverables both to broadcaster and Wall to Wall/Twenty Twenty have been completed
• Organise TX Cards for all Wall to Wall West and Twenty Twenty productions, liaising with the London team where necessary to ensure these are signed off
• Work with productions to ensure everyone on the TX notification list are contacted to notify of confirmed TX
• Working with the London PTA Team on the long-term archiving, retrieval and destruction of files of rushes and long term storage of Production folders (signed releases, location agreements, contracts)
• Working with the London PTA team to maintain a back catalogue of all historic Wall to Wall West and Twenty Twenty programmes for future reference
• Booking out tapes/LTO from archive
• Additional drive – Make sure Films make up an additional drive containing the Deliverables of final episodes. This should be a Wall to Wall Bristol Drive that remains in the office for further reference.

New staff:

• Assisting the Production Managers welcome new Wall to Wall West/twenty Twenty staff - including email signatures, completing relevant new starter forms, passport scans and preparing desks, enrolling all new starters on to the compulsory Health and Safety training courses, sending them log in details and ensuring the course has been completed.Work with the London Talent Team to manage work experience placements in the Bristol office
• Liaising with the London Talent Team to enrol Twenty Twenty new starters into the buddy scheme
• Organising building passes and any additional required passes
• Welcoming new starters and giving them an office tour including letting them know fire exits, drills etc,
• Coordinating with the London team, and relevant Awarding body to submit both companies for awards throughout the year, collecting, organising and submitting all necessary clips and paperwork

General office duties:

• Acting as a point of contact for general enquiries and viewer queries for Wall to Wall West and Twenty Twenty, dealing with them or passing on to the relevant person in an efficient manner.
• Checking Twenty Twenty leavers inbox on regular basis and responding/forwarding all queries
• Receiving visitors for key production personnel; including providing refreshments for internal meetings and booking meeting rooms when required
• Overseeing office equipment and maintenance, liaising with either the landlord or the London IT help desk when necessary
• Overseeing the office seating plan, coordinating with new teams where they will be sat in the office
• Maintain up to date Bristol contacts list and Wall to Wall Bristol email group – adding/removing any new starters and leavers
• Coordinating the day to day management of suppliers, building maintenance, weekly maintenance checks by Mitie. Keeping track of jobs logged via Warner Bros.and making sure these are completed.
• Assuming responsibility for keeping a tidy office; encouraging production storage and wrap up, liaising with Facilities and IT where applicable.
• Coordinate buying any office furniture, pictures and general décor,
• Overseeing any internal and external props storage, including our storage container at Safe Store, Bedminster ensuring a storage inventory is kept up to date.
• Independently organising & overseeing all company events both internal and external including the Christmas party
• Oversee the safe-keeping and inventory of equipment including cameras, drives H&S equipment, IT equipment, etc held in the office for Wall to Wall West/Twenty Twenty.
• Responsible for booking equipment and drives for Wall to Wall West/Twenty Twenty and keeping an up to date record on who received them and ensuring the safe and timely return of all equipment
• Ensure all laptops are properly logged in and out – who is using them and on what production. Ensure safe return of laptops to London in bullk
• Manage a drive log for Wall to Wall West/twenty Twenty – which drives contain material to be saved and which can be reformatted for re-use on other productions
• Book conference calls and set up online calls
• Update Twenty Twenty Productions Limited’s website
• Assist with maintaining a social media presence on Twenty Twenty’s Twitter & Instagram
• Book couriers/taxis/travel as requested
• Update the Quikbase database with status and details of Twenty Twenty productions and key developments
• Ensure stationery and printer materials (paper, toner, ink) are kept stocked

Qualifications & Experience…

• Previous experience in a Television Production environment
• Excellent written and verbal communication skills
• Computer literate with ability to use diary management tools
• Excellent phone manner with ability to communicate clearly and confidently with all staff
• Highly organised, pragmatic and reliable
• Efficient administrator, responding to any requests quickly
• Ability to use initiative and work independently to find solutions and answer queries
• Excellent attention to detail
• Ability to work in a pressurised environment, managing a number of tasks/people simultaneously and prioritise accordingly
• Ability to handle sensitive information in the required confidential manner
• Flexible approach and outlook, comfortable with managing workload and deadlines that may involve some occasional late working and occasional working away from the office

How We Get Things Done…

This last bit is probably the most important! Here at WBD, our guiding principles are the core values by which we operate and are central to how we get things done. You can find them at www.wbd.com/guiding-principles/ along with some insights from the team on what they mean and how they show up in their day to day. We hope they resonate with you and look forward to discussing them during your interview.

Championing Inclusion at WBD

Warner Bros. Discovery embraces the opportunity to build a workforce that reflects the diversity of our society and the world around us. Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit, regardless of sex, gender identity, ethnicity, age, sexual orientation, religion or belief, marital status, pregnancy, parenthood, disability or any other category protected by law. If you’re a qualified candidate and you require adjustments or accommodations to search for a job opening or apply for a position, please contact us at recruitadmin@wbd.com.