Coordinator, Sea Operations

Job Title:  Coordinator, Sea Operations 
Working Hours: Normal office hours are 09:30 to 17:30, Monday – Thursday, 09:30 to 17:00 Friday
Work Schedule: Mobile - Onsite: Monday, Tuesday and Thursday - Remote: Wednesday and Friday 
Place of Work: UK HQ, Mill Court, Milton Keynes, Buckinghamshire MK12 5EU
Other:  Full Time 
 ABOUT RWS GLOBALAs the world’s largest producer of groundbreaking live entertainment, and a leading force in the themed entertainment industry, RWS Global creates meaningful connections and customized experiences spanning from theatrical productions to events, multimedia and more. In 2024, the entertainment leaders expanded capabilities into live sporting events with the introduction of RWS Global Sports.  
Headquartered in New York, London, Cincinnati, Orlando, Sydney, and Riyadh, with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base, RWS Global serves major brands and corporations, theatres, 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 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, Marella Cruises, 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 www.rwsglobal.com.
Job Summary:
The Coordinator, Sea Operations is responsible for supporting the onboarding, logistics, compliance, and payroll processes for all sea-based personnel, including performers, technicians, cruise staff, and freelancers. This role liaises with internal departments, external partners, and crew members to ensure smooth mobilisation, documentation compliance, travel arrangements, and financial processing, ensuring seamless experiences both shoreside and onboard.
Roles & Responsibilities:
Onboarding & Documentation

• Manage end-to-end onboarding for all Sea Talent, including performers, musicians, cruise directors, youth staff, activity hosts, technicians, and freelancers.
• Ensure receipt and compliance of all required documents & upload to appropriate internal systems.
• Send welcome letters once a position is confirmed.
• Liaise with Viking Crew and other relevant agencies.
• Arrange STCW training as required and track completions.
• Submit DBS checks for childcare-required roles and coordinate approvals.
• Maintain accurate document records and storage systems.
• Coordinate medical appointment bookings (if not bundled with STCW).

Travel & Logistics

• Arrange travel and accommodation for rehearsals, embarkation, and repatriation for Sea Talent and Sea FT team members.
• Prepare and issue joining instructions and repatriation documentation.
• Coordinate with port agents, ships, and internal travel teams.
• Compile and distribute weekly immigration movement reports within port timelines.
• Request cabins onboard for handovers as required.

Finance & Payroll Support

• Manage rehearsal and onboard payment tracking using payout sheets (Residents Lists).
• Request invoices from the crew to ensure timely payment processing.
• Liaise with finance regarding payment queries, reimbursements, and budget approvals.
• Track and process STCW-related payments.
• Support payment reconciliation and financial documentation.
• Assist with billback compilation and submission.

Internal & Shipboard Communication

• Manage onboarding-related correspondence with onboard teams.
• Support Delivery and Production Managers in pre-embarkation briefings (Welcome, Life Onboard, Travel meetings).
• Submit crew details to CCS for embarkation approvals.
• Monitor and respond to immigration-related emails.

Skills & Competencies:

• Highly organised with strong attention to detail.
• Excellent written and verbal communication.
• Comfortable working with cross-functional teams.
• Ability to manage high volumes of data and multi-step processes.
• Proficiency in MS Office (Excel, Outlook, Word); knowledge of Wrike, Box, Airtable, and other internal systems is a plus.
• Proven ability to manage deadlines and prioritise tasks in a fast-paced environment.
• Thrives in high-pressure environments with the ability to act decisively.

Company Benefits:

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

While this is intended to be an accurate description of the job, this is not necessarily an comprehensive 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, 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.