Production Administrator

About the role

We are looking for a Production Administrator to provide essential administrative support to our production team in Cape Town. The role involves managing purchase orders, invoices, contracts and coordinating meetings for radio, animation and commercial projects.

Key responsibilities

• Raise, issue and track purchase orders for suppliers, freelancers and talent.
• Process and follow up on invoices, reconcile them against purchase orders and submit to Finance.
• Ensure cost estimates are approved by clients and bill them promptly after project completion.
• Set up internal and external meetings, boardrooms and pre‑production sessions, circulate agendas and minutes.
• Liaise with suppliers, freelancers, studios and clients regarding bookings, deliveries and paperwork.
• Maintain weekly status updates from producers.
• Prepare contracts for on‑camera talent and Department of Labour forms prior to shoots.
• Provide general administrative support to producers and the wider production team.
• Assist with small radio productions – briefs, studio bookings, voice talent, scripts and traffic.
• Assist with small animation and product‑update commercials – briefs, suppliers, assets, revisions and delivery.

Required profile

• Matriculation essential; tertiary qualification in production, media, advertising or business administration advantageous.
• 0–2 years experience in an administrative, coordinator or junior production role, preferably in advertising, media or production.
• Proficient in Microsoft Outlook, Word and Excel.
• Exposure to production or agency job‑management systems such as Magnetic or Workbook is a plus.
• Strong organisational, time‑management and record‑keeping abilities.
• Excellent written and verbal communication.
• Meticulous attention to detail and ability to juggle multiple deadlines.
• Proactive, self‑motivated and comfortable chasing paperwork, approvals and payments.
• Genuine interest in radio, animation and commercial production and willingness to learn.
• Flexible to work beyond normal hours when required.
• Based in Cape Town and able to work both in the office and from home.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Magnetic (production job‑management system)
• Workbook (production job‑management system)