Specialist, Documentation

ted; Milton Keynes; On-site; GBP 25,000 - 35,000; 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 documents, coordinating auditions, and ensuring effective communication with stakeholders. Ideal candidates will be organized, detail-oriented, and proficient in relevant systems.

Benefits

Competitive salary

Pension

25 days paid holiday

Parental leave

Childcare support

Mac/Windows computers

Phone allowance

Wellbeing programs

Vision plan

Qualifications

• Highly organized and detail-oriented individual.
• Capable of managing various administrative tasks.
• Experience with document management systems preferred.

Responsibilities

• Manage daily emails related to contracts and updates.
• Track documentation status daily via Wrike Dashboard.
• Plan and strategize audition locations and schedules.

Skills

Organization

Attention to Detail

Communication

Proficiency 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, with in-office presence on 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 includes major brands and corporations, theatres, cruise lines, sports properties, live venues, parks, resorts, and more. We offer end-to-end services from ideation to operations, with a team of world-class designers, creators, producers, and talent, producing over one million live moments daily and employing over 8,000 individuals worldwide.

Our clients include Apple, Coca-Cola, Commonwealth Games, Crayola, Europa-Park, Ferrari World Abu Dhabi, The FRIENDS Experience, Hard Rock Resorts, Hershey Entertainment, Holland America Line, Iberostar Hotels, ICC, Invictus Games, Lionsgate, MSC Cruises, Roompot, Rugby World Cup, Six Flags, Space Center Houston, TUI, Vera Wang, Warner Bros., Disney's The Lion King on Broadway, Chicago the Musical, and more. For more information, visit rwsglobal.com.

Job Summary

The Specialist, Documentation provides essential administrative support within 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 may be required.

Key Tasks

Role & Responsibilities

• Sending Documents: Check project requests in Wrike, contact CD for missing info, send via TCR or Docusign, update Wrike, upload originals to Box
• Create addendums for date changes, download HAL agreements, update dates, resend documents
• Track outstanding documents, send reminders, update Wrike, confirm signed docs, resend if incomplete, organize in Box
• Retrieve documents upon team requests, search Wrike, download, and send; follow discussion trail if needed
• Track documentation status daily via Wrike Dashboard

Audition Tour

• Plan and strategize locations, maintain audition calendar, create 'Audition Info' document, develop 'Audition Monitor Handbook'
• Book studios, confirm details, process payments, ensure equipment is included, check-in before reservations
• Determine staffing needs, search and contact candidates, confirm details and payments, maintain backup candidates

Emails

• Manage daily emails related to contracts, visas, and Wrike updates

Systems Awareness and Utilization

• Proficient in Airtable, assist with platform leverage, understand all team platforms

Company Benefits

• Competitive salary, pension, 25 days paid holiday, parental leave, childcare support, Mac/Windows computers, phone allowance, wellbeing programs, vision plan

Note

Responsibilities are not exhaustive; other tasks may be assigned as needed.

Diversity and Inclusion

We value diversity as core to our culture. All differences are welcome. Your background, experiences, and capabilities contribute to our success. Bring all of who you are—no questions asked.