Bookings Coordinator

Moving Image · Hertford, Hertfordshire
Department Moving Image
Employment Type Full Time

This position will see you taking an important role in the smooth running of the Moving Image department. You will support the Production and Post Production teams in the booking of staff and resources and assist with day to day associated administrative tasks.


Key Accountabilities


  • Support the Moving Image department with pre-production and post production resource bookings, as requested by the production team
  • Schedule bookings, set up new suppliers, create contractor agreements, manage IT accounts and create Purchase Orders
  • Maintain accurate project management trackers with supplier availabilities, booking statuses and accurate records
  • Regularly liaise with CRT (Central Resourcing Team), IT, Finance and HR teams regarding contracts, setups and processes
  • Research and initiate conversations with potential suppliers
  • Monitor and maintain CRM (customer relationship management) system: Create new projects, update project information as requested, set up new clients and suppliers, monitor contractor application submissions and ensure accurate records are maintained
  • Request set up of new projects and rate cards on budgeting system
  • General financial support for production team: Raise ad hoc Purchase Orders as requested, maintain accurate credit card expense records and receipts
  • Support the Moving Image department with ad hoc requirements, such as purchasing hard-drives and booking couriers
  • Diarise meetings for production staff and suppliers as required
  • All other duties appropriate to the role


      We are passionate about finding new, innovative, inventive  thinking and approaches that deliver exciting, fresh ideas and value to both Smyle and our clients. We encourage all our people to bring their imagination and entrepreneurial spirit to Smyle each day, championing this thinking to ensure we do the best, forward thinking, leading work.


      About you

      • Experience in a previous video production bookings or administrative role
      • Previous experience in an creative agency environment
      • Ability to manage multiple projects at the same time
      • Great organisation, communication and attention to detail
      • Quick to learn new processes and programs
      • Experience in Google Workspace (GDocs/Sheets/Drive etc)
      • Experience using project management software
      • Familiarity with budget/financial systems and processes 
      • Have a flexible and agile approach to work
      • Embrace and champion Smyle’s behaviours - Be Passionate, Be Smart, Be Creative


      Diversity and Inclusion

      We’re striving to be an agency with purpose; investing in ourselves and our team to play our part to contribute to challenges we face in society across diversity, inclusion, mental health, well being and sustainability.


      We’re committed to creating an agency where every voice, every perspective, every great idea can be heard. A place where our people feel like they can truly belong.


      We also know our people have busy, varied lives, and so we’re committed to finding ways to create space for our people to be able to do their work in more flexible ways that better suit them. Ask us about our agile working initiative, FLEX!


      Thank You

      Your application was submitted successfully.

      • Location
        Hertford, Hertfordshire
      • Department
        Moving Image
      • Employment Type
        Full Time