Cast Coordinator

Cast Coordinator

Requirements

• 3+ years’ experience working in similar role or capacity.
• Post-Secondary education in administration, events management, or arts management.
• Understanding of the Performing Arts and or Cruise Industry considered an asset.
• Ability to assess and manage competing and changing priorities in a fast-paced environment.
• Strong communication, organizational, administrative and problem-solving skills.
• A solution seeker with the ability to troubleshoot and thrive under pressure.
• Enjoys being part of an exciting, busy team.
• Understands information flow and potential impacts.
• Full computer literacy – PowerPoint, Excel, Smartsheet, Microsoft applications etc. Experience with SAP is an asset.
• Able to work with a flexible and fluid production schedule including weekends and long days during busy periods.

Responsibilities

• Coordinate Performer arrivals, departures, housing as well as correspondence.
• Understanding of current travel requirements including Visas, Passports and border crossings.
• Constant monitoring of email for updates relating to cast contract dates, vendor needs, operational changes and take action accordingly.
• Flag and communicate important updates to core production/creative teams, and shipboard/technical teams in a clear, concise and timely manner.
• Partner with recruiting, travel, safety and entertainment operations in Orlando and aboard ships.
• Coordinate travel for performers including returning crew letters for non-US cast.
• Team travel assistance including IRGS booking and troubleshoot for creative and production teams including visiting project teams.
• Maintain performer photo library and disseminate for production teams.
• Administrative support in relation to: performer pay process; Toronto cast housing; local and remote ground transportation; injury reporting and processing.
• Facility familiarization, prepare and present welcome meetings for arriving cast members.
• Create and maintain WhatsApp communication group for immediate cast advisory requirements.
• Conduct and lead meetings with performers delivering key information, expectations and sensitive information where required.
• Oversight, tracking and execution of required company training courses such as Traditions, facility safety and Human Resources compliance.
• Costume fittings return travel and Personal Safety Training arrangements for DCL certificate verification.
• Responsible, respectful and confidential handling of company and performer information.
• Continuous improvement to develop and implement smart systems to advance the goals of the business.
• Maintain accurate and up to date cast housing and travel records including IRGS blocks and BGA requirements.
• Maintains and updates swipe keys and facility access cards for cast, core team and visitors.
• Safety Management System (SMS) – Responsible for upholding the general safety management responsibilities in the SMS within the areas under their control.
• Special projects, assignments and duties as required.

Preferred Qualifications

• Understanding of the Performing Arts and or Cruise Industry considered an asset.
• Experience with SAP is an asset.