Entertainment Contract Administration Specialist

Virgin Voyages•Plantation, FL

3d•Onsite

About The Position

The Gig: The Specialist, Entertainment Contract Administration is a highly organized and detail-oriented individual who supports all facets of the Virgin Voyages' Entertainment Team with a focus on Contracts, POs, Invoices, Payments, and Expenses. This role also assists our team with procurement, shipping & receiving, data entry projects, and travel support as needed. This gig is based at VVHQ - our swanky Virgin Voyages Head Office in Plantation, FL. What You'll Be Up To: Contract Processin g Facilitates the contracting / onboarding processes associated with third party vendors, suppliers, contractors, and creative partners. Once a contractor has been identified and negotiated with by the buyer, this individual is responsible for issuing the contract and seeing it through the contracting flow - presently in a workflow housed within the ZIP application / program Aids both the contractor and the internal Accounts Payable department in keeping the flow of the onboarding steps moving efficiently with regular follow ups and milestone tracking Represents the Entertainment "buyer" on bank verification calls as part of the Supplier onboarding Ensures the Contractor has been issued their Supplier ID and Purchase Order information, and ensures the Contractor utilizes best practices when issuing invoices Invoice Process in g Facilitates and tracks the invoicing flow with third party vendors, suppliers, contractors, and creative partners. Receive all service and goods based invoices, verify for accuracy, and initiate the invoice processing flow with the Accounts Payable system (presently Workday) Ensure the receipts for invoices get properly coded to their respective budgeted areas within the purchase order. Track the progress of the invoice from receipt to payment, and have regular follow ups with both the Contractor and Accounts Payable team on the status of the payment Expense Reconciliation Reviews monthly activity on corporate spending cards and ensures receipts and documentation are present to match each transaction Helps to catalogue and organize receipts / invoices associated with procurement, and complete purchasing "Ramp Card" expense reports that tie to various budget lines Casting Paperwork Facilitation Under the direction of the Casting team, issues offer letters and related documents to prospective talent Generates the Offer Letter paperwork once talent has verbally accepted the terms presented by the Casting team Uploads the documents to the digital signature platform (presently Docusign) and tracks the execution process Updates hiring sheets and internal trackers to pass the process off to the Scheduler / Coordinator for next steps Contractor Travel Support Supports emergency travel / cancellations / deviations once Crew and Contractors are in route to an assignment If needed, supports the responses 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 Shipping, Receiving, & Ordering Logistics This role assists with the procurement operations within the Entertainment Department, placing orders, reconclling charges for orders against budgets, and adding to tracking sheets All other duties as assigned

Requirements

Minimum 2 years’ experience in an administrative style role
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
Desire & ability to work in an office environment, occasionally outside of normal business hours, and on weekends

Nice To Haves

2 years’ experience in the cruise or live entertainment industry is preferred
Efficiency in MXP, Solutions, or other crew scheduling software is a plus

Responsibilities

Facilitates the contracting / onboarding processes associated with third party vendors, suppliers, contractors, and creative partners.
Aids both the contractor and the internal Accounts Payable department in keeping the flow of the onboarding steps moving efficiently with regular follow ups and milestone tracking
Represents the Entertainment "buyer" on bank verification calls as part of the Supplier onboarding
Ensures the Contractor has been issued their Supplier ID and Purchase Order information, and ensures the Contractor utilizes best practices when issuing invoices
Facilitates and tracks the invoicing flow with third party vendors, suppliers, contractors, and creative partners.
Ensure the receipts for invoices get properly coded to their respective budgeted areas within the purchase order.
Track the progress of the invoice from receipt to payment, and have regular follow ups with both the Contractor and Accounts Payable team on the status of the payment
Reviews monthly activity on corporate spending cards and ensures receipts and documentation are present to match each transaction
Helps to catalogue and organize receipts / invoices associated with procurement, and complete purchasing "Ramp Card" expense reports that tie to various budget lines
Under the direction of the Casting team, issues offer letters and related documents to prospective talent
Generates the Offer Letter paperwork once talent has verbally accepted the terms presented by the Casting team
Uploads the documents to the digital signature platform (presently Docusign) and tracks the execution process
Updates hiring sheets and internal trackers to pass the process off to the Scheduler / Coordinator for next steps
Supports emergency travel / cancellations / deviations once Crew and Contractors are in route to an assignment
If needed, supports the responses 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
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
This role assists with the procurement operations within the Entertainment Department, placing orders, reconclling charges for orders against budgets, and adding to tracking sheets
All other duties as assigned