Tour Logistics Coordinator- Miami, FL (Onsite)

Loud and Live Inc•Miami, FL

4d•Onsite

About The Position

The Touring and Logistics Coordinator manages day-to-day administration and logistical coordination for assigned domestic and international touring projects at Loud And Live Entertainment. The role supports confirmed engagements through contract execution, promoter deposits, marketing milestones, travel planning, and show readiness. The coordinator travels to every show on assigned tours and projects to support on-site coordination and logistical execution. Acting as the central coordination point between the internal Entertainment team, artist teams, and local promoters, the coordinator maintains accurate project records, follows up on outstanding requirements, and keeps parties aligned on deadlines and responsibilities. The role administers confirmed tour engagements and supports their delivery. It is based onsite in Miami, Florida, five days per week, and requires flexibility to work evenings and weekends and travel domestically and internationally, including extended travel.

Requirements

2–4 years of experience in touring coordination, live entertainment, event operations, artist services, or travel and logistics administration.
Experience managing multiple projects, detailed schedules, and deadlines, preferably across international markets and time zones.
Strong organizational skills, attention to detail, and consistent follow-through on contracts, payment schedules, travel arrangements, and project requirements.
Clear written and verbal communication skills and the ability to coordinate professionally with promoters, artist teams, vendors, and internal stakeholders.
Proficiency with spreadsheets, shared calendars, project trackers, and document management.
Comfort maintaining expense and payment records.
Proactive, dependable work style and ability to prioritize competing deadlines in a fast-paced touring environment.
Discretion with contracts, financial records, and personal travel information.
Flexibility to work evenings and weekends, communicate across time zones, and travel domestically and internationally to every show on assigned tours and projects, including extended travel.

Nice To Haves

Bilingual English and Spanish communication skills preferred.
Experience with international touring and travel arrangements is a plus.

Responsibilities

Maintain current tour calendars, show files, contact lists, and trackers for contracts, payments, marketing deadlines, travel, and outstanding requirements.
Turn confirmed engagements into action plans with clear owners and deadlines, and follow up with promoters and artist teams.
Provide status updates to the Director of Entertainment / Touring and escalate delays, missing information, and issues affecting show readiness.
Coordinate preparation and distribution of approved promoter agreements with Business Affairs and the internal team; obtain signatures and retain executed copies.
Track deposit schedules and balances, send payment reminders, and coordinate collection with promoters and Finance.
Confirm receipt of funds with Finance, update payment records, and flag overdue deposits and contractual deadlines.
Route proposed contract changes and requests to amend commercial terms to the appropriate internal team for review and approval.
Distribute approved artwork, promotional assets, and show information to promoters and coordinate announcement, presale, and on-sale timelines with marketing and ticketing teams.
Coordinate promoter asset requests and required approvals with artist teams and internal stakeholders, and verify accurate communication of approved materials and timelines.
Coordinate airfare, hotels, ground transportation, and itineraries for assigned artists and touring personnel in accordance with approved budgets and project requirements.
Collect travel preferences, passenger details, rooming lists, and arrival and departure schedules, and obtain approvals before confirming arrangements.
Coordinate travel responsibilities, airport transfers, accommodations, hospitality, and local schedules with promoters and artist teams.
Maintain and distribute current itineraries, confirmations, and local contact information; communicate changes and resolve scheduling conflicts.
Track international travel documentation needs, including applicable visa and work authorization timelines, with artist teams, promoters, and designated specialists.
Serve as the day-to-day administrative and logistical liaison between artist teams and local promoters across markets and time zones.
Collect and distribute approved riders and show requirements, track promoter responses, and route technical or production questions to appropriate specialists.
Coordinate show advances, local schedules, and outstanding logistics with promoters, venues, artist teams, and internal tour personnel.
Document decisions and action items, confirm responsibilities, and escalate unresolved issues requiring leadership, production, or Business Affairs input.
Track approved travel and logistical expenses, collect invoices and receipts, and coordinate documentation with Finance and the internal settlement team.
Maintain records of promoter payments and outstanding balances and support show and tour closeout with organized supporting documentation.
Prepare project recaps identifying outstanding items and practical improvements for future touring operations.
Travel to every show on assigned tours and projects to support on-site coordination and logistical execution.