Coordinator, Talent Booking & Casting (Seasonal / Temporary Assignment)

Universal Orlando•Orlando, FL

About The Position

Supports the organization’s short and long-term staffing needs by ensuring the completion of casting offers with accuracy to meet precise deadlines. Performs administrative responsibilities using current systems to complete offer preparation and fulfillment of booking requests, role offers, and confirmation. Partners with key stakeholders on scheduling conflicts of talent, recasting needs, and elevating questions regarding rehearsal and business requirements of the venue as needed. Develops, maintains, and enhances relationships with Operational Team, Production Team, Event Production Team, Show Direction, Staffing, Employee Relations, and Fitness Specialist to act as the liaison for obtaining rehire status, scheduling fitness tests, new hire paperwork, and solidifying/confirming orientation attendance. Represents Universal Orlando both on and off property at auditions callbacks, fittings, fitness tests, and follow-up duties.

Requirements

High school degree or GED is required.
2+ years’ experience in a high-volume deadline-driven administrative environment required.
Proficiency in Microsoft Excel and Microsoft Outlook required.
Ability to read and interpret documents, such as job descriptions, procedures, and casting.
Analytical thinking.
Strong written communication (Especially e-mail).
Attention to detail.
Strong skill in Word/Excel/Outlook essential.
Ability to prioritize and manage change.
Able to take work direction and provide regular follow-up.
Quick learning.
Strong Partnering and Teamwork.
Data entry procedures.
Strong client and customer service skills.
Professionalism.

Nice To Haves

Associate degree (AA) is preferred.
Hospitality or Guest Service experience preferred.
Or equivalent combination of education and experience.

Responsibilities

Supports Talent Booking and Casting and the Entertainment Division as the first contact point for role offers and booking requests through using current systems and processes.
Prepares the offer or booking request by reviewing requirements, compensation, and criteria for the role/event being offered, completing the confirmation process, and tracking to ensure its accuracy while guiding selected candidates through the offer process before the designated deadline.
Works with multiple departments regarding rehearsal and performance scheduling conflicts, verifying tattoo content and location, mapping out candidate schedules when required, coordinating fitness tests, and scheduling new hire paperwork.
Bridges communication as needed ensuring clear and concise information is relayed.
Saves and tracks all final documentation of candidate offers and agent contracts to the Stage Manager and performs essential administrative confirmation responsibilities.
Responsible for the preparation, set up, and breakdown of auditions, as well as post audition duties.
Reviews candidate profiles for all audition requirements for each skillset submitted, communicates with candidates requiring updates to their profile to make their audition profile viable for consideration, assists candidates with troubleshooting profile updates and submission issues, and sends and validates required forms or letters such as Non-disclosure agreements or Pre-Audition Forms.
Responsible for compiling any paperwork, and the maintenance, charging, and packing, and unpacking tablets and accessories required for an audition.
For virtual auditions, checks candidate into the audition, liaisons with Show Direction to answer questions from talent (for example- willingness to change hair color or length, shaving or growing facial hair, or candidate comfortability in certain costume styles), handles data entry based on audition results, and other tasks that are audition specific.
Represents Universal Orlando during onsite and off-property auditions.
Communicates progression of audition steps to candidates (including moving forward and no interest), and communicates inventory needs with Talent Booking and Casting Management.
Completes ancillary audition tasks including communication of callback information to candidates, transporting candidates to and from callbacks and fittings, and taking photos at callbacks and compiles post audition fitting sheets for Show Director to review before casting.
Assists Fitness Specialist with proctoring fitness tests and communicating next steps based on candidate pass/fail result.
Monitors the Auditions and Casting e-mails to answer recurring questions and elevates any patterns in technical issues or requiring additional information or support.
Miscellaneous projects as needed based on business need including but not limited to data entry, inventory, data research, tablet maintenance, scanning paperwork, creating PDFs, planning preparation, and other tasks as dictated by business trends.
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.