Project Coordinator

Job Title: Project Coordinator

Reports to: Talent Buyer

Summary of Responsibilities

The Project Coordinator plays a crucial role in supporting RTEAM's live event operations, focusing on talent buying support, contract and rider management for festivals and special events, talent procurement for hospitality programs, and the oversight of ticketing platforms and customer success. This position collaborates closely with the Talent Buyer and Marketing Coordinator to ensure smooth and efficient event execution, from initial booking to post-event follow-up. Success in this role requires a proactive approach, strong organizational and communication skills, attention to detail, and a passion for live music and event experiences.

Primary Responsibilities

TALENT BUYING SUPPORT - FESTIVALS & SPECIAL EVENTS

• Contract and Rider Management: Assist the Talent Buyer in reviewing, tracking, and managing all talent contracts and riders for festivals and special events. This includes ensuring all terms, conditions, and technical specifications are accurately documented and communicated to relevant parties.
• Show Advancing: Support the show advancement process of the hospitality programs by gathering and disseminating necessary information between artists/their representatives and RTEAM operations teams. This may include coordinating logistics, technical requirements, hospitality needs, and day-of-show schedules.
• Communication Liaison: Serve as a point of contact for artist representatives and internal teams regarding contract and rider-related inquiries.
• Document Management: Maintain organized and up-to-date files of all talent contracts, riders, and related documentation.

TALENT BUYING - HOSPITALITY PROGRAMS

• Talent Procurement: Independently handle the booking of musical talent for select RTEAM hospitality clients, adhering to pre-defined parameters for each venue (e.g., time slots, location, budget, genre preferences).
• Negotiation and Contracting: Negotiate performance fees and contract terms with artists or their representatives within established budget guidelines.
• Show Advancement (Hospitality): Coordinate essential details for hospitality program performances, ensuring smooth execution and alignment with venue requirements.

TALENT BUYING - OTHER OPPORTUNITIES

• Inbound Inquiry Management: Evaluate and manage talent booking requests for one-off events and opportunities, assessing feasibility based on provided parameters (e.g., time, location, budget, genre).
• Proposal Development: Prepare and present talent booking proposals for consideration, outlining artist options and associated costs.

TICKETING AND CUSTOMER SUCCESS

• Ticketing Platform Management: Oversee the functionality and maintenance of RTEAM's ticketing platform(s) for festivals and special events. This includes event setup, ticket inventory management, pricing adjustments (as needed), and troubleshooting any platform-related issues.
• Customer Support Oversight: Manage customer service inquiries related to ticketing for festivals and special events, ensuring timely and effective resolution of issues. This may involve direct communication with customers or coordination with a customer support team.
• Reporting and Analysis: Generate reports on ticket sales data and customer feedback to identify trends and areas for improvement.

MUSIC COVERAGE & QUALITY CONTROL

• Venue Music Monitoring: Attend live music performances at RTEAM venues at least twice per month to assess the quality of the entertainment and the overall audience experience.
• Performance Reporting: Provide detailed feedback on the observed performances, including punctuality, break lengths, audience engagement, and any potential areas for improvement.

Competencies/Skills

• Strong understanding of live music and the entertainment industry.
• Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Exceptional attention to detail and accuracy.
• Proficiency in contract review and understanding of legal terms (or willingness to learn).
• Strong negotiation and interpersonal skills.
• Excellent verbal and written communication skills.
• Ability to build and maintain positive relationships with artists, agents, and internal teams.
• Experience with ticketing platforms and customer service best practices.
• Basic understanding of marketing principles and audience engagement strategies.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Good listening skills and the ability to discern musical quality and genre nuances.
• Project management skills to oversee various tasks and timelines.
• Networking abilities to identify and connect with potential talent.

Position Type/Expected Hours of Work

This is a contract position. The expected hours of work will vary depending on event schedules and business needs, and may include evenings, weekends, and holidays.

Travel

Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be requested, particularly during festival and event seasons.

Required Education and Experience

• Bachelor’s degree in a related field, such as Music Business, Arts Administration, Hospitality Management, or Business Administration, or equivalent work experience.
• 2 or more years of experience in the music/entertainment industry, preferably with experience in talent buying support, contract management, or ticketing.

Preferred Education and Experience

• Experience working with ticketing platforms such as ShowOps, Eventbrite, Tixr
• Established network within the local and regional music scene.  

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.