Job Description

Our studios are considered one of the foremost motion picture and television production and post-production facilities in the world. They inform, engage, and transport audiences to new worlds. The key to that lies with our Studio Operations group, which includes areas like soundstage/backlot set rentals, events, design, culinary, construction, landscaping and much more. Whether it's hosting an unforgettable studio tour, creating an optimal workspace, or equipping talent to tell the best stories, these teams lay the foundation for the memorable experiences we provide.

Harry Potter Shop Harajuku

We will be expanding the Harry Potter retail business with the opening of a new shop in Tokyo.

Following the success of the official Harry Potter Shops at King's Cross, New York, and Warner Bros. Studio Tours in London and Tokyo, this latest opening will continue to celebrate the magic of Harry Potter with products and experiences designed to entertain and inspire.

The two-storey Tokyo shop, opening in summer 2025, spans 10,000 square feet and is located in Harajuku, one of the world's most popular retail destinations.

It will be the newest addition to the Bros. Worldwide Studio Tours and Retail division and in Tokyo it will be synergizing with Warner Bros. Studio Tour Tokyo – The Making of Harry Potter (WBSTT), an indoor attraction that invites visitors to explore the fascinating behind-the-scenes world of Harry Potter, which opened in June 2023.

WBSTT offers unique features to help visitors deepen their understanding of how the Harry Potter and Fantastic Beasts films were made. With iconic film sets to explore, costumes and props to discover, and magical experiences to enjoy, the indoor attraction invites visitors to experience scenes from the films firsthand and uncover how the world's favourite book series was brought to life on screen. This is the second tour of its kind in the world, building on the enormous success of Warner Bros. Studio Tour London (WBSTL) and allows visitors to step onto film sets and enjoy an exciting entertainment experience.

Your New Role...

The purpose of this job is to plan, coordinate, execute and manage the staff schedule(s), working shift patterns of the team in accordance with the business operation as well as providing administrative support for the store collectively. Key objectives include:
• Support line operations by managing personnel appropriately, planning and creating schedules and working shift patterns to ensure a world-class customer experience
• Consult with and strategically execute with all support teams and other stakeholders to ensure training, event, and project requirements are met within schedule
• Maximize the efficiency of the team schedule, working shift pattern and ensure budget goals are met
• Provide administrative support to the store in the form of purchase orders/payments, and other associated reporting and tracking duties

Your Role Accountabilities...

Planning and Operating
• Understand the planning of busy periods, off-peak periods, and other events throughout the year and create appropriate schedule, working shift patterns for front line operations
• Understand the applications and time and attendance systems used for staffing
• Verify and report on a weekly and monthly basis that the planned plan is being executed
• Monitor attendance, overtime, etc., to verify, propose and implement efficient operations
• Actively seek ways to remedy technological scheduling issues, ensuring that any issues are resolved in a timely manner
• Analyse and where necessary adapt existing processes to ensure maximum efficiency is achieved

Store Administration
• Raise purchase orders using the WBD finance system, track and monitor expenditure, following up on outstanding payments for vendors as required
• Report and track store facilities issues, communicating with the third-party vendor as required
• Support in the on-boarding of new starter employees, liaising with Security for new access passes
• Other assorted duties relating to store administrations as required by management

Supporting
• Ensure that the team understands the concept of proper staffing and collaborate with them to propose an efficient schedule
• Have an overview of the Time & Attendance system, assist the team leaders and team members in maintaining an accurate system
• Working with the team to get the most from the Time & Attendance system, liaising with the relevant teams in times of upgrades
• Work closely with colleagues within the Studio Tour and WBSTT organization

Reviewing and Forecasting
• Collate and present departmental reports as required
• Work with managers to understand the labour budget for the Harajuku store
• Report and provide data for budgeting and business planning purposes

Qualifications & Experiences...

Relevant Previous Work Experience
• Experience of scheduling a large customer facing team in a similar operational environment (within the tourism, leisure or heritage industry is desirable)
• Workforce planning or management of working shift patterns in multiple team in retail or service industry
• Project management skills
• Coordinator experience across a retail environment would be desirable

Skill Required
• Highly innovative and creative thinker
• Proactively seeks out opportunities to improve processes and service
• Develops and motivates individuals & teams to achieve goals –strong influencing skills
• Communicates in a timely & effective manner
• Interacts effectively with customers & staff
• IT literate –strong working knowledge of Microsoft Office packages
• Able to prioritize workload and manage change
• Experience of work order management systems
• Problem solving and decision making across all areas daily
• Communicates in a timely & effective manner to enhance operation
• Able to prioritize workload and manage change in an environment that never stands still
• Work as part of a team with a flexible and caring approach
• Understanding of Basic Japanese labour law

Working pattern and duty management:

This role is full time, working shifts. Due to the varied nature of a visitor attraction, regular weekend and evening work will be required, across a seven-day rota. Because we never stand still, a high level of flexibility is required to suit the needs of the business. This can include working weekends, bank holidays, school holidays and late evenings, in rotation with other team members.

As an ambassador for the business, you will support and deputise as required, including in working with third parties and attending meetings as required.

Championing Inclusion at WBD
Warner Bros. Discovery embraces the opportunity to build a workforce that reflects the diversity of our society and the world around us. Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit, regardless of sex, gender identity, ethnicity, age, sexual orientation, religion or belief, marital status, pregnancy, parenthood, disability or any other category protected by law.

If you're a qualified candidate with a disability and you require adjustments or accommodations during the job application and/or recruitment process, please visit our accessibility page for instructions to submit your request.

Jobcode: Reference SBJ-wp4p9j-18-191-235-214-42 in your application.