Coordinator, Casting & Booking

The Casting & Booking Recruitment Coordinator is responsible for ensuring the set-up of all live events. This coordinator will serve as the point of contact between the Casting and Booking Team and the Audition venues, ensuring complete set-up, equipment rentals, payments, and anything else needed per discipline. The coordinator will assist in the process by being the point of contact for all marketing associated with live events and auditions. 

The coordinator will serve as a backup for all onboarding needs, educating new team members about the onboarding process and guiding them through onboarding and scheduling to ensure Carnival’s fleet is fully staffed with top talent. This role involves identifying barriers in the onboarding process for over 1000+ new hires annually and helps team members navigate solutions. 

The coordinator will serve as the main point of contact for all Fleet Supervisor movement and will manage that inbox accordingly. Additionally, the coordinator will assist in invoicing and vendor set-up, ensuring all financial and administrative tasks are handled efficiently. This position will have its own responsibilities and work collaboratively with others to support the larger team.

Essential Functions:

Program, Operations & Innovation

Recruitment Assistance: Coordinate and communicate with venues (studios/hotels), agents, and marketing outlets to assist with planning and set-up of all live audition days. Find audition venues in each city and be the point of contact between C&B and the venue to make sure that the venue is set up for our audition days for the whole Casting and Booking Team (Entertainment/Youth/Production/Technical/Musicians). Own marketing opportunities within a particular city in partnership with the C&B Supervisor and communicate to the Ent marketing team with needs owning the marketing project to completion.

Special Projects: Assist in the planning and logistics of in-person departmental meetings and training meetings for the Internship at Sea program, ensuring all necessary arrangements are made for a successful event. 

Onboarding Process: Know and understand the onboarding process to be able to fully assist when called upon. Work directly with new hires to review and process all onboarding paperwork, including applications, medicals, background checks, and visas, ensuring the successful completion of required tasks. Assist returning Team Members by answering questions about the document renewal process as needed. Communicate to team members, ships, agents, and other departments via email and phone in a positive and productive manner to improve overall satisfaction. Address and resolve any communication-related issues promptly to maintain smooth operations.

Record Keeping: Keep all onboarding Team Members' ROSE profiles up to date and track the progress of new hires through the onboarding process, identifying and addressing any roadblocks that may arise.

Teamwork

Environment: Participate in team meetings, projects, and brainstorming sessions to encourage collaboration and idea sharing. Foster a positive team environment by recognizing individual contributions and promoting a culture of mutual respect and support.

Cultural Essentials: Live Carnival’s expected behaviors, such as speaking up, respecting, and protecting, improving, communicating, listening and learning, and empowering. Encourage team members to share their insights, challenges, and suggestions to enhance collaboration and operational success, while proactively resolving conflicts.

Collaborate

Cross Functional: Work with other Entertainment departments to support the alignment and consistency of shipboard entertainment across the fleet.

Inter Company: Regularly liaise with other Carnival Departments (Medical, Travel, Crew Operations, HR, etc.) to advance team members toward a positive onboarding experience.

Safety & Compliance

Fleet Movement: Responsible for centralized Fleet Supervisor movement process across Entertainment (Entertainment/Youth/Production/Technical/Musicians). Understand the movement rules and manage the inbox to enter relevant information into internal systems in a timely manner. 

Immigration and Legal Compliance: Ensure adherence to immigration laws and regulations of each country by communicating effectively with foreign port authorities. Collaborate closely with Management and Shipboard HR to ensure all Entertainment Team Members are legally permitted to work onboard. 

Safety Practices: Embrace safety practices and attend training programs, ensuring the highest level of guest and crew safety while maintaining operational integrity. Ensure teams are prepared to fulfill onboard safety-related duties.

Compliance Adherence: Ensure full compliance with company policies and procedures, emphasizing safety protocols and operational standards as outlined by Global HESS (Health, Environment, Safety, and Security) and ADA guidelines.

Data Privacy and Background Checks: Protect the personal information of shipboard entertainment team members and prospective candidates by maintaining robust data security measures. Support the process for maintaining background checks so they follow Carnival Cruise Line's onboarding procedures.

Financial Accountability

Vendor Setup: Facilitate the setup of new vendors by collecting and verifying all required documentation, including completed GSM Supplier Information forms, sample invoices with preprinted banking information. 

Invoice Processing: Review and process invoices, ensuring all invoices are coded correctly and approved in a timely manner. 

Travel and Expense: Responsible for managing their own travel arrangements and expenses in accordance with Carnival Cruise Line's travel policies and procedures. This includes submitting expense reports in a timely manner. The Team Member will ensure that all travel arrangements are cost-effective and compliant.

Knowledge & Skills:

Operates within shipboard and shoreside environments, impacting guest satisfaction and brand reputation across the fleet.

Handles unexpected changes in schedules, technical issues, and concerns with creativity and professionalism.

Directly influences guest experience, contributing to positive reviews, repeat business, and overall cruise success.

Can coordinate resources for events and have oversight over budgets for entertainment supplies and activities.

Qualifications:

Associate’s degree 

Bachelor’s Degree in Business, Hospitality & Tourism, Entertainment Management, Human Resources, Administrative Support, preferred.

Communication: Excellent verbal and written communication skills for effective interaction with team members, vendors, and stakeholders.

Time Management: Strong ability to manage time efficiently to meet deadlines and keep projects on track.

Organization: Skilled in setting priorities and maintaining well-organized tasks and projects.

Project Management: Proficient in project management principles and capable of multitasking.

Adaptability: Flexible and able to adjust to changing circumstances and handle unexpected challenges.

Attention to Detail: Meticulous in ensuring accuracy and thoroughness in all tasks.

Teamwork: Collaborative and willing to work with others to achieve common goals.

Self-Directed: Capable of handling multiple tasks and projects independently.

1+ years working in an administrative support capacity, preferably in the entertainment, cruise or HR industry.

Software Proficiency: Proficiency in PowerPoint and Microsoft 365 office products. Database experience is preferred. 

Previous onboard cruise ship experience is a plus.

Physical Demands: Remain in a stationary position at a desk and/or computer for extended periods of time, reasonable adjustments will be offered.

Travel:  None or very little travel likely

Work Conditions: Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.

This position is classified as “in-office.”  As an in-office role, it requires employees to work from a designated Carnival office in South Florida Tuesday through Thursday each week. Employees may work from their homes on Mondays and Fridays.  Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area. 

Offers to selected candidates will be made on a fair and equitable basis, taking into account specific job-related skills and experience.   

At Carnival, your total rewards package is much more than your base salary. All non-sales roles participate in an annual cash bonus program, while sales roles have an incentive plan. Director and above roles may also be eligible to participate in Carnival’s discretionary equity incentive plan. Plus, Carnival provides comprehensive and innovative benefits to meet your needs, including: 

• Health Benefits: 
  • Cost-effective medical, dental and vision plans 
  • Employee Assistance Program and other mental health resources 
  • Additional programs include company paid term life insurance and disability coverage  
• Financial Benefits: 
  • 401(k) plan that includes a company match 
  • Employee Stock Purchase plan 
• Paid Time Off 
  • Holidays – All full-time and part-time with benefits employees receive days off for 8 company-wide holidays, plus 2 additional floating holidays to be taken at the employee’s discretion.  
  • Vacation Time – All full-time employees at the manager and below level start with 14 days/year; director and above level start with 19 days/year.  Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 84 hours/year.  All employees gain additional vacation time with further tenure. 
  • Sick Time – All full-time employees receive 80 hours of sick time each year.  Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 60 hours each year.   
• Other Benefits 
  • Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends 
  • Personal and professional learning and development resources including tuition reimbursement  
  • On-site Fitness center at our Miami campus

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