Location: Orlando,FL, USA
The Gig:
The Specialist, Entertainment Facility Operations is a highly organized and detail-oriented individual who supports all facets of the Virgin Voyages' Entertainment Rehearsal Facility Operation with a focus on Facility Maintenance and Rehearsal Operations Support. This role also assists our team with procurement, shipping & receiving, data entry projects, and provides general administrative support, and ensures our rehearsal studio / office runs smoothly and efficiently.
This position works fully in-person at our swanky Entertainment Rehearsal Facility in Orlando Florida, Wednesday-Sunday, with approximate 9am-6pm work schedule.
What You'll Be Up To:
Rehearsal Studio Support
This position will be based out of Virgin Voyages' Rehearsal and Training Facility located in Orlando, FL and will have scheduled working hours out of that office and provide studio support including:
* Opening up and closing up for teams, at the start and end of working days
* Manning the front desk, to welcome and direct visitors, accept and receive deliveries,
* Assisting with 3rd party studio rental needs, and being present during rental hours
* Facilitates the administrative side of the worker's compensation process for injuries incurred in the Entertainment Rehearsal Facility - including, but not limited to, accompanying Crew Members to medical facilities and treatments, adjusting contractual assignments for Crew, filing incident / injury reports
* Aiding in picking up, dropping off, and other ground transportation arrangements for incoming cast members, contractors and others to the rehearsal facility, including driving company rented vehicles
* Assisting with operational tasks, such as refueling vans & vehicles, assisting with scenic or prop elements, aiding in taping or setting up a rehearsal room, etc.
* Organizing building maintenance requests, and scheduling, arranging, paying repair specialists
* Restocking facility supplies, such as coffee and water, and doing daily checks to ensure facility is clean and functioning, reporting repair and maintenance concerns
* Being present and available for Cast and Creative Team members to answer questions and point them to appropriate parties for answers
Crew and Contractor Travel Support
* Main point of contact for emergency travel support / cancellations / deivations once Crew and Contractors are in route to an assignment
* Responds to calls, emails, chats from Crew and Contractors who encounter travel challenges and aid in rebooking of flights, hotels, and ground transportation, as well as providing updates on delays to shipboard teams and shoreside business owners
Paperwork Processing & Data Entry
* Assists Coordinators / Schedulers / Specialists with the scanning and inputting of hiring documents, paperwork, and data into the Crew Scheduling System (currently Solutions)
* Regularly checks and verifies historical Crew files for validity and expiration, and alerts appropriate Hiring Managers to action and update
* In partnership with the Coordinators / Schedulers - Updates and maintains the Crew handover cabin sheet for Sailor cabin blocks
* Assists Coordinators / Schedulers with data for Creatives, Contractors, and Consultants into Travel Profile form, ECC booking form, and Travel Request Form
* Builds spreadsheets and Google Forms for various purposes and projects as needed to help in the collection and organization of data
Contracts, Invoices, & Expenses
* Assists Shoreside team with the inputting of contract information into the Workday RED system, ensuring the accuracy of expense coding and contractual details
* Screens vendor invoices for accuracy, and liaises with the appropriate Shoreside business owner for expense coding
* Reviews monthly activity on corporate spending cards and ensures receipts and documentation are present to match each transaction
* Organizes and catalogues receipts, invoices, and purchase orders as they come in
Shipping, Receiving, & Ordering Logistics
* This role assists with the procurement operations within the Entertainment Department
* Helps to receive goods and deliveries that arrive at the Entertainment Rehearsal Facility, and aids in the cataloguing arrival of items, and organizing / sorting / consolidating for shipment to the requesting vessels both during normal business hours and off hours when needed
* Helps to pack, palletize, and label cargo for pick up of orders
* Helps to catalogue and organize receipts / invoices associated with procurement, and complete purchasing Ramp Card expense reports that tie to various budget lines
* All other duties as assigned
SuperPowers Required:
* Minimum 2 years' experience in an administrative style role
* 2 years' experience in the cruise or live entertainment industry is preferred
* Minimum of a high school diploma or GED
* Rock-solid organization and prioritization are the core elements of the Administrative Assistant's responsibilities. Must know how to stay organized and determine which tasks are the most important in a given list
* Knowledge and experience in using key business tools (Google Apps, Word, Excel, PPT, etc.)
* Resilience for changing priorities and urgent requests
* Proactive and unafraid to seek out tasks and offer a helping hand
* Work well under tight deadlines and with crew members from all over the world
* Great energy and attitude of optimism
* Thrive on working with a group of fellow all-star crew, while being yourself
* Efficiency in MXP, Solutions, or other crew scheduling software is a plus
* Desire & ability to work in an office environment, occasionally outside of normal business hours, and on weekends
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.