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 orde