Coordinator, Sea Production in Milton Keynes

Reports To: Director, Sea Production

Working Hours: 09:30 to 17:30 | Monday, Tuesday & Thursday (In Office) 13:00 to 21:00 | Wednesday & Friday (Remote)

Place of Work: UK HQ, Mill Court, Milton Keynes, Buckinghamshire MK12 5EU

Job Summary: Reporting to the Director, Sea Production, the Coordinator, Sea Production is responsible for leading the company management and talent hospitality across all entertainment products RWS produces for our cruise line clients, ensuring each group feels welcomed, taken care of, and supported from the moment they are cast through rehearsals, contract, and eventual debarkation. This position is also responsible for upholding the RWS and client brand standards and supporting the operational needs and efficiency of Sea Production operations.

• Key Tasks:
• 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

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.