Coordinator - Entertainment Rehearsal Logistics

The Gig:

The Coordinator, Entertainment Rehearsal Logistics oversees the lodging, transportation, and day-to-day logistics of our Entertainment Crew Members while they are working in our Shoreside Rehearsal Facility in Orlando, FL.  Additionally, this position heavily supports the ordering, inventorying, consolidation, and manifesting of the Entertainment shipping & receiving operation.  This role is in regular communication with several other departments and teams to provide seamless support in the travel / logistics, scheduling, payroll, expense reimbursement processes, and all other aspects of the operation of the rehearsal facility - all while supporting our shoreside and onboard Entertainment teams.

This position works fully in-person at the Entertainment Rehearsal Facility, Saturday-Wednesday, with approximate 9am-6pm work schedule and Thursdays and Fridays off.

What You'll Be Up To:

Rehearsal Operations and Logistics Coordination:

• Support the day-to-day operations in the Rehearsal Facility located in Orlando, FL including (but not limited to) opening and closing the building, restocking supplies, reporting maintenance issues, setting and running audio / visual equipment

• Faciliates rehearsal payroll for Crew Members while in the Rehearsal Facility, including setting up and issuing Brightwell payroll cards, cross-checking and approving payroll numbers, and ensuring per diems and expenses are included in relevent pay cycles

• Coordinates paperwork and procedures related injuries and workers compensation claims, by ensuring proper incident documentation and related paperwork is completed, as well as ensuring our Crew are well looked after by requesting emergency care when needed and contacting appropriate parties in the event an unexpected incident occurs

• Accompanies Crew to medical visits (if needed) for work related injury claims

• Approving and facilitating cast reimbursements for travel and onboarding expenses, and reconciling costs with operational budgets as needed

• Taking rental vehicles for cast, crew and contractors for refueling, and completing and reconciling those expenses

• Supporting rehearsal operations by ensuring the teams have the tools and supplies needed, including script printing, rehearsal consumable ordering and re-stocking of daily use items

• Facilitates cast welcome and departure meetings with incoming and outgoing casts - which includes reviewing expense policies, hotel and transportation rules, general housekeeping, and daily expectations

Rehearsal Transportation & Lodging Coordination:

• Book and manage ground transportation arrangements for the Orlando Rehearsal Operation, including creating / modifying / cancelling rental vehicle bookings, driving rental vehicles to pick up and drop off Crew Members, setting up Taxi / Uber / Lyft services, arranging bus service from Orlando to the ship or Airport

• Book lodging for Crew while they are in Orlando, and manage the relationship with local hotel partner, including providing occupancy counts, guest names, roommate requests, and changes

• Serve as primary point of contact for local hotel partner, and manage any incidents, complaints, or requests

• Oversee all airport and bus departures, ensuring luggage fees are paid and properly expensed for Crew movement from shore to ship

• Assist the Manager, Entertainment Facility & Rehearsal Operations in documenting issues or incidents with cast members during the Orlando Rehearsal and Training process, including conducting investigations into conduct or performance challenges

Orlando Studio Operations:

• Partner with appropriate shoreside teammates and contractors to support technical troubleshooting, and oversee ordering of supplies / parts / replacement technical items for the Rehearsal Facility

• Partner with the Supervisor, Rehearsal Stage Management to set and strike rehearsal studios for each cast changeover

• Assist the Manager, Entertainment Facility & Rehearsal Operations in maintaining a scheduling system for Shoreside rehearsals and studio use

• Help coordinate facility needs during the rehearsal process, such as ordering / replenishing consumables, setting up tables and chairs, and light cleaning and organization as needed

• Support the Manager, Entertainment Facility & Rehearsal Operations in the daily operation of the rehearsal facility as needed

• Fill in or cover for Rehearsal Stage Management duties as needed

Shipping, Receiving, & Ordering Logistics:

• Partner closely with the Specialist, Entertainment Operations & Procurement on the ordering, receiving, inventorying, consolidating, palletizing, and shipping of supplies and consumables to support both the Shoreside and Shipboard operations of the fleet

General:

• Ability to assist with Crew Scheduling, Contracting, and Travel Booking as needed

• Provide support to the Shoreside Entertainment Team

• Maintain updated documentation of all applicable duties and make accessible to Entertainment team

• All other duties as assigned

SuperPowers Required:

• Minimum 5 years’ experience with Production Coordination and Entertainment Logistics - specificially working with and supporting performers, artists, and creatives

• A self-starter, who can roll up their sleeves and make ship happen with little supervision. In our start-up world, we rely on our crew having an entrepreneurial attitude with an ability to move mountains without relying on others to do the heavy lifting

• Knowledge and experience in using key business tools (Google Apps, Word, Excel, PPT, QLab etc.)

• Efficiency in MXP, Solutions, or other crew scheduling software is a plus

• Persuasive communication skills

• Resilience for changing priorities and strong influencing skills

• Rock-solid coordination and administrative skills

• Highly organized and proactive

• Work well under tight deadlines and with crew members from all over the world

• Thrive on working with a group of fellow all-star crew, while being yourself

• Great energy and attitude of optimism

• Willingness & ability to travel as needed

What Matters to Us:

At Virgin, your personality matters as much as how good you are at what you do. We want you to bring it to our hangout spot and help make the place even better. So, we won’t be surprised to hear that when people talk about you they say you are clever, on top of it, able to think ahead, intuitive, passionate and someone people respect and enjoy working with because you make things happen.

Virgin Voyages is committed to being an Equal Opportunity Employer and encourages applications from qualified, eligible applicants regardless of their sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, pregnancy and maternity. Our greatest strength comes from our ability to come together as unique individuals -- we seek to always embrace and celebrate our differences, providing an inclusive workplace environment that allows you to be your best self.

Virgin Voyages is not accepting unsolicited assistance from search firms for this employment opportunity. All resumes submitted by search firms to any employee at Virgin Voyages via-email, the Internet or in any form and/or method without a valid written Statement of Work in place for this position from Virgin Voyages HR/Recruitment will be deemed the sole property of Virgin Voyages. No fee will be paid in the event the candidate is hired by Virgin Voyages as a result of the referral or through other means.

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