The Gig:
The Entertainment Operations & Procurement Specialist is a highly organized and detail-oriented individual who supports all facets of the Virgin Voyages' Entertainment Operation with a focus on Procurement, Shipping & Receiving. This role also assists our team with various data entry projects, provides general administrative support, and ensures our rehearsal studio / office runs smoothly and efficiently.
This position works fully in-person at our swanky Entertainment Rehearsal Facility in Orlando Florida, with approximate 9am-6pm work schedule. Rehearsal Studio is operational 7 days a week and weekend coverage may be required.
What You'll Be Up To:
Shipping, Receiving, & Ordering Logistics:
- This role is the primary point person for all things procurement within the Entertainment Department
- Serves as primary buyer for the ordering of supplies and consumables to support both the Shoreside and Shipboard operations of the fleet
- Partners with requesters to source alternative items as needed to meet delivery deadlines
- Responsible for receiving goods, processing deliveries, cataloguing arrival of items, and organizing / sorting / consolidating for shipment to the requesting vessels both during normal business hours and off hours when needed
- Creates delivery manifests for shipments to vessels, based on loading policies and requirements of ports and terminals
- Palletizes, labels, and arranges for cargo pick up of orders and tracks progress of deliveries to the vessels
- Informs vessels, port agents, terminal teams, procurement/logistics partners (ie. Apollo) and onboard Entertainment leaders of anticipated deliveries to ensure proper and efficient loading of orders onto the vessels
- Updates and cross references anticipated costs with final invoices to ensure Ordering Sheets and budgets are updated
- Catalogues and organizes receipts and invoices associated with procurement, and complete purchasing ramp card expense reports that tie to various budget lines
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
Contracts, Invoices, & Expenses
- Assists Shoreside team with the inputting of contract information into the Workday "RED" system, ensuring the accuracy of expense coding and contractual details
- Screens vendor invoices for accuracy, and liaises with the appropriate Shoreside business owner for expense coding
- Reviews monthly activity on corporate spending cards and ensures receipts and documentation are present to match each transaction
- Organizes and catalogues receipts, invoices, and purchase orders as they come in
Rehearsal Studio Support
This position will be based out of Virgin Voyages' Rehearsal and Training Facility located in Orlando, FL and will have scheduled working hours out of that office and provide studio support including:
- Opening up and closing up for teams, at the start and end of working days
- Aiding in picking up, dropping off, and other ground transportation arrangements for incoming cast members, contractors and others to the rehearsal facility, including driving company rented vehicles
- Ordering and maintaining an inventory of circus equipment for incoming circus artists
- Restocking facility supplies, such as coffee and water, and doing daily checks to ensure facility is clean and functioning, reporting repair and maintenance concerns
- Assisting with operational tasks, such as refueling vans & vehicles, assisting with scenic or prop elements, aiding in taping or setting up a rehearsal room, etc.
- Being present and available for Cast and Creative Team members to answer questions and point them to appropriate parties for answers
- All other duties as assigned
SuperPowers Required:
- Minimum 2 years’ experience in an administrative style role
- 2 years’ experience in the cruise or live entertainment industry is preferred
- 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
- Efficiency in MXP, Solutions, or other crew scheduling software is a plus
- Desire & ability to work in an office environment, occasionally outside of normal business hours, and on weekends
What Matters to Us:
At Virgin, your personality matters as much as how good you are at what you do. We want you to bring it to our hangout spot and help make the place even better. So, we won’t be surprised to hear that when people talk about you they say you are clever, on top of it, able to think ahead, intuitive, passionate and someone people respect and enjoy working with because you make things happen.
Virgin Voyages is committed to being an Equal Opportunity Employer and encourages applications from qualified, eligible applicants regardless of their sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, pregnancy and maternity. Our greatest strength comes from our ability to come together as unique individuals -- we seek to always embrace and celebrate our differences, providing an inclusive workplace environment that allows you to be your best self.
Virgin Voyages is not accepting unsolicited assistance from search firms for this employment opportunity. All resumes submitted by search firms to any employee at Virgin Voyages via-email, the Internet or in any form and/or method without a valid written Statement of Work in place for this position from Virgin Voyages HR/Recruitment will be deemed the sole property of Virgin Voyages. No fee will be paid in the event the candidate is hired by Virgin Voyages as a result of the referral or through other means.