Specialist, Documentation

RWS Global; Milton Keynes; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in entertainment and sports is seeking a Specialist, Documentation to provide essential administrative support within the Talent & Creative Casting department. The role involves managing documentation, coordinating auditions, and ensuring effective communication with stakeholders. Ideal candidates are detail-oriented and organized, ready to contribute to a dynamic team.

Benefits

Competitive Salary

Company Pension

25 days paid holiday

Paid parental leave

Childcare support policy

Mobile Phone Allowance

Employee Assistance Program

Qualifications

• Highly organized and detail-oriented individual.
• Proficient in using Wrike and Airtable.
• Experience in administrative support and document management.

Responsibilities

• Provide administrative support to Talent & Creative Casting.
• Manage and track documentation processes.
• Coordinate audition tours and manage related logistics.

Skills

Organizational Skills

Attention to Detail

Communication

Tools

Wrike

Airtable

Job description

2 days ago Be among the first 25 applicants

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 and 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.

RWS Global is headquartered in New York, London, Cincinnati, Shanghai, Orlando and Sydney with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base. With a focus on entertainment and sports experiences, RWS Global serves major brands and corporations, theaters, cruise lines, sports properties, live venues, parks, resorts and more. Offering end-to-end services from ideation to operations, RWS Global’s team of world-class designers, creators, producers and visionary talent provide unrivaled scale, producing over one million live moments every day and employing over 8,000 individuals and performers worldwide.

The RWS Global roster of clients includes Apple, Azamara, The Coca-Cola Company, Commonwealth Games, Crayola, Europa-Park Resort, Ferrari World Abu Dhabi, The FRIENDS Experience by Original X Productions, Hard Rock Resorts, Hershey Entertainment & Resorts, Holland America Line, Iberostar Hotels & Resorts, International Cricket Council, Invictus Games, Lionsgate, MSC Cruises, Roompot, Rugby World Cup, Six Flags, Space Center Houston, TUI Group, Vera Wang, Warner Bros., Disney’s The Lion King on Broadway, Chicago the Musical, Christmas Spectacular Starring the Radio City Rockettes and more. For more information, visit rwsglobal.com.

Job Summary

The Specialist, Documentation will provide essential administrative support to the Talent & Creative Casting with administrative assistance throughout all disciplines in the department. This role requires a highly organized and detail-oriented individual who can manage various administrative tasks and coordinate effectively with internal and external stakeholders.

Due to the nature of our business, you may be required to work outside of normal office hours/days.

KEY TASKS

Role & Responsibilities:

Sending Documents:

• Check the project in Wrike to ensure all necessary information is in the request, contact CD for missing info, send via TCR or Docusign, update Wrike on the status; upload originals to proper Box folder
• Date changes: create addendums for each cast member to be sent, download HAL agreement & change the dates before re-sending Document Receiving
• Track all outstanding documents, sending periodic reminders to talent & updates on Wrike; most items are signed between 1-5 days with 1 or 2 reminders, some measurement sheets take longer than the 30-day window & receive 7+ reminder
• Download signed docs, confirm accurate completion (resend contract if not), create a Box folder to upload documents to, tag team on Wrike/update status
• Document Retrieval
• Team member requests for documents: search Wrike for project name/code, identify the needed folder/documents, download & send; if not in Box, then follow the Wrike discussion trail to track down ownership
• Tracking Documentation
• Via Wrike Dashboard look at all project needs, documents and updates on a daily basis
  
  

Audition Tour

• Planning
• Audition Tour meetings to strategize locations & determine details
• Maintain audition calendar
• Create ‘Audition Info’ document: booking details, breakdown, lodging, travel, staffing, invoicing
• Developing ‘Audition Monitor Handbook’
• Booking
• Identify studios & contact for availability/pricing, confirm booking details & process payment, ensure all necessary furniture/equipment is included; check-in 3-5 days before reservation
• Staffing
• Determine staffing needs for each audition
• Search for candidates through past auditions or recommendations, for new cities I may have to work with the team to identify candidates
• Contact each contractor to determine availability, then confirm audition details & payment
• Maintain additional candidates for last-minutes staffing changes
  
  

Emails

• Manage your own emails daily which include
• Contract questions from Talent/Agents
• Visa information and questions from Talent/Agents
• Wrike updates
  
  

Systems awareness and Utilisation

• Proficient in Airtable and assist with continued ways to leverage
• Understand how to use all platforms the TCR team utilizes
  
  

Company Benefits:

• Competitive Salary
• Company Pension
• 25 days paid holiday excluding Bank Holidays
• Paid parental leave & childcare support policy
• Computer (Mac/Windows)
• Mobile Phone Allowance
• Employee Assistance and Wellbeing Program
• Childcare Support Policy
• Employer Sponsored Vision Program
  
  

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, andcapabilities 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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Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Internet Publishing

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