Coordinator, Logistics – Entertainment Production (Temporary Assignment)

Universal Orlando•Orlando, FL

About The Position

This role supports the Entertainment Production team, coordinating planning, logistics, and execution of all projects by communicating with internal and external stakeholders. This position provides timely and accurate information critical to decision making. Must have good communication, organizational, administrative, and purchasing skills, and be able to handle multiple duties in a changing environment.

Requirements

3+ years office administration and/or hospitality required.
Ability to utilize Microsoft office including Outlook, Word, Excel
Ability to read, analyze and interpret data and Excel spreadsheets.
Ability to write reports and business correspondence.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write professional electronic correspondences.
Ability to respond to common inquiries or complaints from clients, regulatory agencies, or members of the business community.

Nice To Haves

1+ year within the professional Entertainment or theme park industry preferred.
Or equivalent combination of education and experience.

Responsibilities

Performs administrative responsibilities in support of the Entertainment Production management team.
Collects, analyzes, and evaluates scheduling information, and identifies schedule conflicts.
Provides Team Member scheduling functions, including adding/removing shifts, shift swaps, adding job codes, and communicating scheduling changes to Team Members.
Coordinates booking space across property for all projects by working with cross-divisional partners.
Assembles pre-event and post-event documentation, which may include creative intent documents, technical drawings, photo references, and lessons-learned documentation.
Attends weekly meetings, collects notes, and generates follow-up communications for Entertainment Production and all other pertinent teams.
Supports the procurement of goods and services necessary for the Entertainment Production team.
Requests vendor proposals, coordinates receipt and distribution of all purchases, and maintains organization of storage space.
Assembles RFP packets for vendor bidding.
Analyses financial documentation to track missing payments for all departments across the division and coordinates the logging of heavy equipment rentals with the Technical Entertainment and Art & Design teams.
Coordinates with internal and external partners, Team Members, guests, and outside vendors as necessary to support completion of all projects.
Creates back-of-house project support plans, breakroom plans, and costuming and makeup prep space plans in concert with these partners.
Monitors departmental Safety and Compliance Training and identifies Team Members in need of training.
Schedules and enrolls Team Members for training and audiogram testing.
Monitors seasonal performer compliance requirements and identifies Team Members out of compliance.
In the absence of a stage manager, oversees independent projects such as video shoots, partner walks, and venue tours.
Functions as the first point of contact for team members, guests, and interdepartmental partners, and applies all company policies and procedures as needed.
Compiles related documentation and distributes to management as required.
Understands and actively participates in Environmental, Health & Safety responsibilities by following established UO policy, procedures, training and team member involvement activities.
Performs other duties as assigned.