Coordinator, Sea Production

KEY TASKS

Role & Responsibilities:

Talent & Company Management

Lead end-to-end company management for all Sea Production talent, ensuring a seamless experience from casting through onboarding, rehearsal, contract duration, and debarkation Serve as the primary point of contact for all talent inquiries, providing timely, accurate guidance on travel, housing, onboarding, payroll, and general contract support Deliver a high-touch hospitality experience that reflects RWS and client brand standards, ensuring all talent feel supported, informed, and valued

Onboarding, Travel & Compliance

Coordinate all aspects of talent onboarding, including travel arrangements, accommodation logistics, and onboarding documentation Manage medical requirements, including scheduling appointments, tracking completion, and ensuring compliance with client and maritime regulations Oversee visa procurement, work authorization, and STCW certification scheduling, ensuring all documentation is accurate and compliant Administer and maintain all talent insurance policies, ensuring appropriate coverage and alignment with contractual requirements Manage and maintain client-specific onboarding, travel, and crew management systems

Vendor & Stakeholder Coordination

Liaise with external partners (e.g., Viking Crew and other vendors) to coordinate logistics Collaborate cross-functionally with Casting, HR, Finance, Production, and Client Delivery teams to ensure alignment and operational efficiency

Operational & Administrative Support

Maintain accurate and up-to-date records of all talent documentation, itineraries, and compliance materials Coordinate and track shipping and receiving of materials related to productions and talent support Manage cabin requests and onboard logistics for handovers and transitions

Financial Administration

Process and reconcile talent expenses in a timely and accurate manner Support monthly financial processes, including reconciliation and processing of billables related to Sea Production operations

Talent Experience & Engagement

Support and coordinate talent welcome sessions, orientations, and pre-departure meetings to ensure readiness and confidence Proactively identify and resolve issues that may impact the talent experience, ensuring smooth execution of all engagements

Process Improvement & Operational Excellence

Identify opportunities to streamline workflows, improve systems, and enhance operational efficiency across Sea Production Contribute to the development and documentation of best practices, tools, and resources to support scalability and consistency

Qualifications & Skills:

A Bachelor’s degree in the Theatre/Entertainment fields or equivalent professional experience 1-3 years of experience in the entertainment industry (stage management, company management, theatrical admin, etc.) Motivation, dedication, passion, integrity, collaboration, and self-direction Advanced written and verbal communication skills, including strong cross-functional collaboration abilities Proven ability to manage multiple projects simultaneously, with flexibility to adapt in a fast-paced environment Proficiency in Microsoft Office and Outlook; familiarity with Wrike or other project management software is a plus Flexible schedule allowing for occasional work outside standard business hours (including weekends and holidays) Passion for live entertainment, operational excellence, and collaborative teamwork Highly self-motivated and organized, with exceptional attention to detail Cruise industry experience preferred Work Status: Mobile (3 days in office, 2 days remote)

Company Benefits:

Competitive Salary Company Pension 25 days paid holiday excluding Bank Holidays Paid parental leave Computer (Mac/Windows) Company Phone Allowance Flexible working (office/remote) Employee Assistance and Wellbeing Programme Childcare Support Policy Employer Sponsored Vision Programme

Please Note: While this is intended to be an accurate description of the job, this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned.

DIVERSITY AND INCLUSION STATEMENT:

Diverse Is Who We Are

Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background, life experiences, knowledge, self-expression, and capabilities are a contribution to our culture, as well as our reputation and achievements.

So, bring all of who you are, no questions asked.

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