Entertainment Contract Administration Specialist

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 position is based on-site at our Orlando, Florida rehearsal studio and requires a five-day-per-week in-person presence.

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  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.

• 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

• 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

• Supports emergency travel / cancellations / deviations once Crew and Contractors are in route to an assignment
• Provides responses to calls, emails, chats from Crew and Contractors who encounter travel challenges and aids 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, reconciling charges for orders against budgets, and adding to tracking sheets
• All other duties as assigned

• 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…