Assistant Location Manager
Overview: The assistant location manager supports the location manager in all aspects of their job. In a high-end TV or film production, there may be one or more assistant location managers who take on designated tasks to help find, prep, and manage locations. They often act as the right-hand of the location manager: doing research, handling paperwork, coordinating on-site logistics, and supervising the location team when the location manager is busy elsewhere. The role requires being highly organised, good with people, and ready to tackle a wide variety of tasks – all to ensure filming locations are ready and running smoothly.
Key Responsibilities:
Scouting and research: Assist in finding and evaluating locations for the production. This can include doing preliminary research on potential sites (online or via location libraries), as well as going out to scout areas and take photographs and notes. When scouting, you’ll gather details on each location’s features and any issues (for example, noting if a street is typically noisy or if a building has limited access). You may accompany the location manager on scouts or handle scouting some locations independently, then report back. While the location manager usually does the big negotiations, you might help by contacting location owners to get initial information or to arrange visits. Your work helps build a shortlist of viable filming locations for the creative team to consider.
Recce coordination: Help organize and conduct recce (scouting) trips for the creative and technical teams. You might be responsible for scheduling these visits with various parties – making sure the property owner or keyholder will be present to give access, and coordinating with the production schedule so that the director, designer, DOP, etc., can attend. Prepare the technical recce pack alongside the location manager: this could include maps, photos, access plans, and any known location constraints to share with department heads. During the recce itself, assist by answering logistical questions (like where trucks can park or how far base camp is), taking note of each department’s requests or concerns regarding the location, and ensuring the recce stays on schedule. Afterward, compile and distribute any updated information gleaned from the recce (such as new plans or changes required at the location).
Permits and paperwork: Work on the administrative side of securing locations. This can involve helping to obtain permits and permissions: for example, filling out application forms for city filming permits, drafting letters to residents about road closures, or gathering required documents like proof of insurance. Make sure contracts or location agreements are prepared and ready for the location manager or producer to sign with the location owners. Collect each department’s requirements for the location (through forms or meetings) and assess their impact – e.g. if the lighting team needs to run cables across a sidewalk, note that you’ll need cable mats and possibly a permit to obstruct public space. Check that risk assessments are done for the location’s activities; often you’ll file or distribute these documents. Ensure all paperwork is in order – you might keep a folder (physical or digital) for each location containing the contract, insurance certs, risk assessment, site maps, etc., so they’re easily accessible during filming. Essentially, you’re the one double-checking that bureaucratic details won’t derail the shoot.
Logistical planning: Help plan the logistics of using each location. This means figuring out things like schedules for when each location will be prepped, filmed, and wrapped. You’ll assist in writing the “intentions document” or location schedule that details what happens at each site (for example: prep on Tuesday, shoot Wednesday, wrap Thursday). Check that all necessary equipment and services are lined up for each phase: if we need lights and generators on the prep day for night shooting, are they arranged? If catering will be at the location, do they know where to park their van and set up? Work with other departments to update plans when things change – for instance, if the shooting order changes and a location is moved up a week, you’ll update all your plans and notify the relevant people (security, suppliers, local authorities, etc.). Plan for marshals and security: estimate how many location marshals or security guards will be needed to manage the site (covering all entrances/exits, parking, etc.) and schedule them accordingly, often in coordination with the unit manager or the security company. Confirm the details that need to go on the call sheet for locations: you might provide the 2nd AD with the exact address, parking instructions, any special notes for crew (like “use back entrance on Elm Street”), and the name of the location contact on the day.
Community and authority liaison: Often, the assistant location manager acts as a point of contact with local residents, businesses, and authorities under the direction of the location manager. You may attend community meetings or residents’ consultations to help explain the filming plans and address concerns (for example, assuring neighbors that night filming will have noise control measures). You’ll likely be writing and distributing letters to the neighborhood about the filming schedule, parking restrictions, road closures, etc., and then handling follow-up inquiries or complaints from those letters. It’s also part of your job to obtain local permissions – for instance, getting approval from the police for special effects or informing the fire department if you’re using pyrotechnics. Building a good rapport with the local community is key: you might drop by neighboring shops to say hello and give them heads-up about shoot days, or find solutions like arranging reserved parking for a resident who is affected by the shoot. Keeping these stakeholders happy is an important aspect of smooth location work.
On-site coordination during filming: When filming is happening, you are often on the front lines at the location, ensuring everything runs according to plan. You’ll coordinate the location team on set – that includes location assistants, runners, marshals, and perhaps the unit manager regarding the base. Assign tasks to them, such as manning roadblocks, keeping an eye on the crew’s adherence to location rules, or assisting other departments. Be the go-between for the film crew and the location owner/landlord: for instance, if the director wants to move a piece of furniture or stay an extra hour, run it by the owner (or make the call if the location manager trusts you to handle it) and keep things smooth. Enforce security and access control: ensure only authorized people are in the filming area, using walkie-talkies to communicate with marshals at entry points. Manage any last-minute needs or emergencies – if it suddenly starts raining, help the grips pull out floor protection or tents; if an important piece of gear didn’t arrive, coordinate with production or the unit base to get it delivered. Keep an ear on the radio for any issues (like “location, we have a trash truck making noise on the street”); you’ll often be the one dispatching someone to handle it or handling it yourself. Basically, you’re making sure the location manager can focus on big-picture issues by handling many of the on-the-spot challenges.
Managing equipment and supplies: Track and organize all the supplies needed at locations. This includes ordering or renting equipment (cones, heaters, generators, mats, etc.) and ensuring they arrive on time. You’ll gather quotes from suppliers, compare prices, and possibly make recommendations to the location manager on which to use. Once a supplier is chosen, you might create the purchase order and follow through until the item/service is delivered. You also monitor consumables (like fuel for generators, batteries, cleaning supplies, catering needs) throughout the shoot, so that nothing runs out on the day. If something is running low, it’s your job to arrange restocking quickly. After using equipment, coordinate its return: for example, make sure hired walkie-talkies get back to the rental house, that toilets are picked up by the vendor, and that keys to a location are handed back properly. Keeping a checklist or inventory for each location day is helpful.
Supporting the unit base and crew needs: Work closely with the unit manager to ensure the unit base (where trucks and trailers park) is set up and functioning. While the unit manager secures the base and manages it, you might assist by communicating needs between the base and the set. For example, if the set suddenly needs another piece of gear from a truck at base, you could send a runner to fetch it or arrange transport. You also coordinate “crowd bases” or extra holding areas: if there are scenes with lots of extras, you’ll liaise with the AD department and the unit manager to establish a place for those extras to check in, wait, and get ready. This might mean ensuring there are tents, chairs, heaters/fans, and enough space, and that the extras know how to get from there to the shooting location when called. Essentially, you’re ensuring that off-set support areas (unit base, green room, crowd base, etc.) integrate seamlessly with the on-set operations.
Monitoring and wrapping locations: Keep track of the condition of each location during use and especially after wrap. Identify any damage or issues early – if during shooting a window gets cracked or a wall scuffed, report it to the location manager immediately so it can be logged and fixed later. When the crew is wrapping out of a location, help direct the cleanup: make sure all trash is collected (you might order a skip or arrange a cleaning crew), check that rental furniture or props are removed, and that nothing belonging to the production is left behind. Collect all location paperwork at wrap: ensure contracts/releases are signed (sometimes owners sign off again to confirm there’s no damage, etc.), gather any notes about incidents, and compile everything for the files. After everyone leaves, if the location manager isn’t present, do a final walkthrough yourself using a checklist – lights off, doors locked, keys returned, and the place looking as good as it was handed to you. If the owner has any complaints at that point, address them or relay them to the location manager.
Health and safety compliance: As an assistant location manager, always adhere to health and safety protocols and encourage your team to do so. This means conducting your tasks (and supervising others) with safety in mind: whether it’s putting out cone tapers for a lane closure, making sure crew wear high-vis near traffic, or simply keeping fire exits clear in a building. You ensure that the location has the necessary safety signs (like “Mind the Step” or “No Smoking” signs) and that first aid kits or fire extinguishers are on hand if required. If an incident happens, you help document it and take corrective action. Basically, you are an extra set of eyes for the location manager to spot potential hazards and enforce safe working practices on location.
Key Skills and Attributes:
Organization and attention to detail: As the operational backbone for the location manager, you must be extremely organized. This includes keeping track of numerous documents (permits, contracts, schedules) and details for multiple locations at once. Small details are your friend – noticing that a permit’s date is wrong in advance, or remembering a specific neighbor’s request (like “don’t block my driveway”) can save the day. You likely live by checklists and have a systematic approach to ensure nothing falls through the cracks.
Multitasking and time management: The ability to juggle tasks and prioritize on the fly. One minute you’re printing resident letters, the next you’re on the phone with the council, then running to set because the director has a question about parking. You should handle shifting priorities calmly and keep a cool head when things get busy. Being able to delegate to location assistants or runners effectively is also part of this skill – you can’t do everything personally, so you need to manage your time and your team well.
Communication: Excellent communication skills in many directions. You need to interpret the location manager’s instructions and pass them on clearly to the rest of the team. You also communicate with almost everyone: the production office (for permits and payments), local residents and officials, and the on-set crew. Being able to adjust your communication style is key – for instance, you’ll be more formal and detailed in an email to a city official, but more concise and direct when giving instructions on a walkie-talkie to a marshal. Good writing skills help too (for drafting polite letters or emails).
Interpersonal and team skills: You work hand-in-hand with the location manager and also often act as a go-between among different people, so being a team player is essential. You should be collaborative and able to build good working relationships with your colleagues in the location department, as well as with other departments (ADs, transport, art, etc.). People should find you approachable and reliable. Strong people skills also mean you handle the public tactfully – keeping neighbors on-side with a friendly chat or quickly calming someone upset about the film crew’s presence.
Problem-solving: You’re the troubleshooter for the location manager. A knack for quick problem-solving is important. When something doesn’t go according to plan (and in location work, something always pops up), you should be the first to jump in with a solution or at least options. This might be as simple as finding an alternate route when a road is unexpectedly closed, or as complex as helping to arrange a last-minute new location when one falls through. Thinking ahead (what could go wrong and how to mitigate it) is a valuable trait that can prevent problems before they occur.
Knowledge of procedures: A strong understanding of location department processes – permits, contracts, insurance, safety regulations – is a big asset. The more you know the standard requirements and paperwork, the more proactive you can be in getting them done correctly. For example, knowing that a certain city typically needs 72 hours notice for a permit will allow you to plan submissions in advance. Being tech-savvy with common tools (email, spreadsheets, maybe even scheduling software or… (continuing from previous section)
Knowledge of procedures and tech savvy: Familiarity with the permits, regulations, and processes involved in location work makes you much more effective (for example, knowing the typical turnaround time for a city permit or the insurance requirements for certain venues). Being comfortable with technology – using digital maps, shared calendars, spreadsheet budgets, or even specialist location management software – will help you keep everything organized and up-to-date. The better you are at leveraging these tools, the more smoothly you can handle the fast-paced workflow.
Adaptability and positivity: Production plans can change with little notice – a location’s availability might shift, or the shooting schedule gets rearranged. You need to adapt quickly and take these changes in stride. A positive, can-do attitude is important; rather than getting flustered, you stay calm and figure out how to adjust. Curiosity and enthusiasm for finding solutions (even non-traditional ones) will make you a valued problem-solver on the team.
Work ethic and energy: The role demands a strong work ethic. Long hours, early mornings, and late nights are common, and you might be on your feet a lot. You should have the drive and energy to push through busy shooting days, ensuring all tasks are done on time. When things get hectic, you’re the person who knuckles down and keeps at it until the job is done, without needing to be micromanaged.
Integrity and professionalism: As a representative of the locations department (and often the film crew in general when dealing with the public), you must be honest, responsible, and respectful. You might be handling confidential documents or payments, so always act with integrity. Treat colleagues, property owners, and community members with inclusivity and respect. By being courteous and reliable, you build trust – people know they can count on you to do the right thing, even under pressure.
Flexibility: A willingness to listen and learn is key, especially since you bridge between the location manager and the rest of the team. Be open to feedback and changing priorities – one day you might be in the office doing paperwork, the next you’re out on set managing a crowd of extras. Embracing this variety and remaining flexible ensures you maintain high standards of work no matter what the day brings.