Vendor Coordinator | Part Time | Music Festivals

Oak View Group•Oak Ridge, TX

81d•Onsite

About The Position

The Vendor Coordinator supports vendor operations for music festivals and events. This position serves as a main point of contact for food, beverage, and merchandise vendors and assists with vendor communication, applications, event requirements, and on-site logistics. The Vendor Coordinator works closely with festival operations and other team members to help ensure vendors are prepared before the event and supported throughout setup, operation, and breakdown.

Requirements

Previous experience in event operations, festivals, hospitality, vendor coordination, or a related area preferred.
Strong communication and customer service skills.
Ability to organize and maintain vendor information and documentation.
Ability to manage multiple tasks and deadlines.
Ability to work independently and as part of a team.
Comfortable communicating with vendors, managers, and event staff.
Basic knowledge of Microsoft Office, Google Workspace, or similar programs preferred.
Knowledge of food and beverage health and safety requirements is preferred.
Ability to work a flexible schedule based on festival needs, including nights, weekends, and holidays.
Must be willing and able to travel to festival locations as required.
Ability to work outdoors and remain on your feet for extended periods during events.

Responsibilities

Serve as a point of contact for vendors before, during, and after music festivals and events.
Assist with vendor applications, selection, agreements, and required documentation.
Communicate festival schedules, policies, setup instructions, and event requirements to vendors.
Ensure vendors submit required permits, licenses, insurance, and other documentation.
Assist with vendor placement and logistical needs, including access to power, water, and assigned spaces.
Coordinate vendor check-in, load-in, setup, and load-out.
Work with festival operations and production teams to address vendor needs and resolve issues during events.
Monitor vendor areas to ensure compliance with festival policies and health and safety requirements.
Track vendor fees, payments, permits, and other required information.
Maintain vendor contact information, agreements, and event records.
Assist with communication and follow-up with vendors before and after events.
Help resolve vendor questions or concerns in a timely manner.
Assist with post-event reporting and evaluations.
Perform other duties as assigned.