Film Production and Logistics Controller

A foundation known for its dedication to the efficient planning and execution of trips, functions, and expeditions within the conservation and non -profit sector is looking for a Film Production and Logistics Controller. You will oversee day -to -day logistics, budgeting, and organisation from pre -production to delivery, ensuring that the creative vision of their storytelling is realised on time and within budget, while maintaining efficiency and order throughout the production process. The role requires approximately 160 hours a month with flexible working hours from Monday to Friday. The candidate will need to be both willing and able to work early/late hours and over weekends if/when required. Responsibilities:RESPONSIBILITIES PRE -PRODUCTION Budgeting: ● Develop and manage the production budget in collaboration with the creative director. ● Track expenses from productions and crew, and ensure the production stays within budget. Scheduling ● Create detailed production schedules, including shoot days, locations, crew requirements and post production. ● Coordinate with the creative director (CD) to align the shooting schedule with creative goals. Hiring Crew and Vendors: ● Oversee recruitment and contracts for crew members, including heads of departments (e.g., filmmakers, photographers, media personnel) ● Negotiate deals with vendors and suppliers for equipment, locations, and other production needs. Securing Locations, Permits and Visas: ● Ensure that shooting locations are approved, secured and scouted if necessary. ● Obtain necessary film permits for filming in various countries and obtain visas for crew where necessary. ● Engage with with fixers and officials in securing necessary permits and maintaining relations in countries they operate in. Insurance and Safety: ● Arrange production insurance to cover liabilities, cast, crew, and equipment. ● Implement safety protocols and ensure compliance with local regulations. Production Gear ● Manage the movements of film equipment going out into the field.  ● Signing gear in and out to whomever is using it. ● Keeping track of gear movement from shoot to shoot ● Working with appointed gear manger to check in gear and clean lenses and cameras ● Manage the servicing of equipment with vendors ● Keeping log and updating log for film gear, serial numbers and live items. Hard Drives ● Labelling and keeping track of all hard drive in the field ● Managing hard drive workflow from cinematographers to editor to back up, then recycled ready for the field. ● Keeping log and updating log for hard drives RESPONSIBILITIES DURING PRODUCTION Daily Operations: ● Manage the day -to -day running of multiple productions across the continent and internal post production deadlines and deliverables. ● Ensure schedules are followed and troubleshoot any delays or disruptions Budget Monitoring: ● Track daily expenses and manage petty cash for immediate needs from crews in the field. ● Manage purchase orders and approval of funds by creative director and monitor payroll for cast and crew. Liaison Role: ● Serve as the primary communication bridge between producers, directors, and crew. ● Coordinate with department heads to address logistical challenges. Problem -Solving: ● Handle in the field issues such as equipment malfunctions, location disputes, or personnel problems. ● Implement contingency plans when unexpected challenges arise. Supervision: ● Oversee the transportation of cast, crew, and equipment. Working closely with TWP logistics team and Operations Managers ● Post production schedules and timelines. POST -PRODUCTION RESPONSIBILITIES  Wrap -Up Logistics: ● Supervise the return of rented equipment, closing of accounts, and clearing locations. ● Ensure all paperwork is completed, including release forms, cinematographers log sheets and expense reports, vendor invoices, locations releases, artists release forms. Final Budget Reconciliation: ● Prepare detailed financial reports summarising production expenses. ● Ensure all crew members and vendors are paid on time. Archiving and Delivery: ● Oversee the delivery of final production materials, including scripts, call sheets, log sheets and expense reports, to producers or production ● Manage hard drives for recycling after back ups and logs have been receivedWorking Hours / Place of Work:  The Project Manager position will be required to work at our Conservation Media Office in Linden, JHB  for up to 160 hrs a month with flexible working hours from Monday to Friday. It's important to note however, that the inherent nature of the job will require that the candidate is both willing and able to work early/late hours and over weekends if/when required, to meet the operational requirements of trips, events and expeditions that are underway. Any hours worked in excess of the monthly quota will need to be pre -approved by the Creative Director and shall be remunerated. WorkingHours / Place of Work:  The candidate will be required to work at the office in Linden, JHB  for up to 160 hrs a monthwith flexible working hours from Monday to Friday. It's important to notehowever, that the inherent nature of the job will require that the candidate isboth willing and able to work early/late hours and over weekends if/whenrequired, to meet the operational requirements of trips, events and expeditionsthat are underway. Any hours worked in excess of the monthly quota will need tobe pre -approved by the Creative Director and shall be remunerated. RequirementsOrganisational Skills: Ability to manage complex logistics and multitask effectively. Budgeting Expertise: Strong understanding of financial planning and expense tracking.  Problem -Solving: Quick thinking to address unexpected issues during production.  Communication: Excellent interpersonal skills to coordinate with diverse teams, partners and country officials, understanding briefs and tasks at hand. Knowledge of Film Production: Familiarity with all aspects of the filmmaking process, from pre -production to post -production.  Negotiation Skills: Ability to secure favourable deals with vendors and suppliers.