Entertainment Event Logistics Coordinator Opportunities (Full Time & Temporary Assignment)

JOB SUMMARY: This role executes both routine and non-routine event assignments providing support to the Entertainment Event management team. This position obtains, organizes, and distributes pertinent information related to Universal Orlando internal and revenue events. Must have good communication skills, organizational skills, and be able to handle multiple duties in a changing environment in order to keep all parties informed.

MAJOR RESPONSIBILITIES:

• Attend weekly meetings providing information regarding recent and upcoming events in an organized and professional manner. Collect notes during staff meetings and generate follow-up communications for Event management and all other pertinent teams. Assist event management with maintenance of communication tools such as Entertainment Event’s phone directory and who’s-Who document.
• Receive all internal and revenue event requests. Assign events in accordance with predetermined criteria. Partner with Event Production Managers when larger events/productions are received to determine appropriate assignment criteria are met. Adjust event assignments as needed due to time-off requests.
• Provide general administrative support and perform clerical duties for department managers. Responsibilities include, but are not limited to, ordering office supplies, tracking travel assignments, and assisting with all Entertainment Events Base phone calls and messages received.
• Assign charge codes to appropriate events in the GIG system. Update all internal and revenue event details accordingly as changes are received from requestor or Event management. Adjust event status in GIG as needed. Generate reports to ensure all event estimates are complete and have been submitted to the clients in a timely manner.
• Perform other duties as assigned.
• Assist the Production and Stage Managers with requested preliminary, small-scale Sales quotes providing timely and accurate information to the requestor.
• Partner with assigned Events Production Manager to maintain the events system, GIG. Maintain list of necessary GIG requests/fixes working with IT partners to initiate and complete GIG system updates. Monitor and ensure internal talent and technician rates are accurate and up to date in the GIG system. And, update all Contracted Talent & vendor rates as necessary.
• Assigned as Entertainment Events Base representative responsible for all event request electronic communications received and distributed from Events Base account.
• Understand and actively participate in Environmental, Health & Safety responsibilities by following established UO policy, procedures, training and team member involvement activities.

SCOPE: To work with Production Managers to properly and evenly distribute all events to the management team in conjunction with all guidelines set forth by the leadership team. Assigning charge codes in the Event Management system and generating reports to ensure all event estimates are complete and have been submitted. Maintain the Event Management system and other administrative support duties ordering and travel.

EDUCATION: High school degree or GED required; Associate’s or Bachelor’s degree preferred

EXPERIENCE: One to three years of experience in office administration and/or hospitality required; One to three years of experience within the professional Entertainment or theme park industry preferred; or equivalent combination of education and experience.

ADDITIONAL INFORMATION: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write professional electronic correspondences. Ability to respond to common inquiries or complaints from clients, regulatory agencies, or members of the business community.

Your talent, skills and experience will be rewarded with a competitive compensation package.

Universal is not accepting unsolicited assistance from search firms for this employment opportunity. All resumes submitted by search firms to any employee at Universal Orlando via-email, the Internet or in any form and/or method without a valid written Statement of Work in place for this position from Universal Orlando HR/Recruitment will be deemed the sole property of Universal Orlando. No fee will be paid in the event the candidate is hired by Universal Orlando as a result of the referral or through other means.

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