Specialist, Documentation

RWS Entertainment Group; Milton Keynes; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in entertainment seeks a Specialist, Documentation to support the Talent & Creative Casting department. This full-time role involves managing documents, coordinating auditions, and ensuring effective communication with stakeholders. Ideal candidates are highly organized and detail-oriented, capable of working in a fast-paced environment.

Benefits

Competitive Salary

Pension

25 days paid holiday

Parental leave

Childcare support

Mac/Windows computers

Mobile allowance

Wellbeing programs

Vision plan

Qualifications

• Highly organized and detail-oriented individual.
• Proficient in managing administrative tasks.
• Experience with document management systems.

Responsibilities

• Provide administrative support to the Talent & Creative Casting department.
• Manage and track documents and communications.
• Coordinate audition tour logistics.

Skills

Organizational Skills

Attention to Detail

Communication

Proficient in Airtable

Job description

Job Title: Specialist, Documentation | Talent & Creative Casting

Reports To: Senior Director, Talent Casting and Recruitment

Working Hours: Normal office hours are 09:30 to 17:30, Monday - Friday, in office Monday, Tuesday, and Thursday

Place of Work: RWS Global MK Head Office

Other: Full Time

About RWS Global

RWS Global is the world leader in groundbreaking live moments across entertainment and sports, creating customized guest experiences spanning theatrical productions, live events, immersive destinations, multimedia, consumer products, and more.

Headquartered in New York, London, Cincinnati, Shanghai, Orlando, and Sydney, with dedicated RWS Studios in NYC and the UK, RWS Global serves a vast talent pipeline and client base. Our focus on entertainment and sports experiences enables us to serve major brands, theaters, cruise lines, sports properties, live venues, parks, and resorts. We offer end-to-end services from ideation to operations, with a team of world-class designers, creators, producers, and visionary talent, producing over one million live moments daily and employing over 8,000 individuals and performers worldwide.

Our clients include Apple, Coca-Cola, International Cricket Council, Disney, Warner Bros., and many more. For more information, visit rwsglobal.com.

Job Summary

The Specialist, Documentation provides essential administrative support to the Talent & Creative Casting department. The role requires a highly organized, detail-oriented individual capable of managing various administrative tasks and coordinating effectively with internal and external stakeholders. Due to the nature of our business, some work outside normal hours/days may be required.

Key Tasks & Responsibilities

• Sending Documents: Check project in Wrike, contact CD for missing info, send via TCR or Docusign, update Wrike, upload originals to Box
• Date Changes: Create addendums, download and modify HAL agreements, resend documents
• Track all outstanding documents: Send reminders, update status in Wrike
• Download signed docs: Confirm accuracy, resend if needed, organize in Box, update Wrike
• Document Retrieval & Tracking: Search Wrike, identify and send documents, track project needs daily

Audition Tour

• Planning, strategizing locations, maintaining calendars
• Creating booking and staffing details documents
• Booking studios, confirming details, processing payments
• Determining staffing needs, sourcing candidates, confirming availability

Emails

• Manage daily emails including contract questions, visa inquiries, Wrike updates

Systems Awareness & Utilization

• Proficient in Airtable, familiar with all platforms used by the TCR team

Company Benefits

• Competitive Salary, Pension, 25 days paid holiday, parental leave, childcare support, Mac/Windows computers, mobile allowance, wellbeing programs, vision plan

Please Note: This description aims to be comprehensive but may not include all responsibilities or tasks. Other duties may be assigned as necessary.

Diversity and Inclusion Statement: We value diversity as a core part of our culture. All differences are welcome here, and every employee’s background and experiences contribute to our success.