Position Type: Full-Time
Location: In office
Reports To: Director of Operations or Managing Director
Position Summary
The Travel Coordinator – Entertainment Travel supports the planning, coordination, and execution of travel logistics for touring artists, production teams, and entertainment clients. This role works closely with the travel team to ensure accurate, efficient, and seamless travel arrangements while maintaining a high level of service.
This position requires flexibility and availability outside of regular office hours, including occasional evenings and weekends, to support the needs of production teams, and entertainment clients. Travel schedules can change with little notice, so the successful candidate must be comfortable responding to time-sensitive requests, last-minute changes, and travel-related issues outside of standard business hours when needed.
Key Responsibilities Tour Planning & Logistics
- Assist with coordinating domestic and international travel arrangements, including hotels, ground transportation, and special accommodations.
- Prepare, update, and maintain detailed travel itineraries, rooming lists, and logistical schedules.
- Assist with travel bookings, changes, cancellations, and last-minute modifications.
- Coordinate arrival and departure details for artists, crew members, and VIP guests.
- Monitor travel schedules and communicate updates or changes to the appropriate team members.
- Assist with researching travel options and identifying efficient, cost-effective solutions.
Client Relations
- Deliver exceptional customer service to artists, executives, and high-profile clients.
- Maintain confidentiality regarding client travel plans, personal information, and business activities.
- Build and maintain strong relationships with vendors, hotels and transportation partners.
- Anticipate client needs and provide proactive solutions to ensure a premium travel experience.
Financial & Administrative Management
- Track travel expenses and reconcile tour-related expenditures.
- Negotiate rates and contracts with travel vendors when applicable.
- Prepare travel reports, budgets, and operational summaries.
- Ensure compliance with company policies and client travel requirements.
Required Qualifications
- Minimum 1 - 3 years of experience in entertainment travel, tour management, hospitality, live events, or corporate travel.
- Strong knowledge of domestic and international travel logistics.
- Experience coordinating travel for groups, touring personnel, executives, or VIP clients.
- Ability to manage multiple projects simultaneously under tight deadlines.
- Excellent problem-solving and crisis-management skills.
- Strong proficiency with travel booking systems, Microsoft Office, and itinerary management tools.
Preferred Qualifications
- Experience working with touring artists, production crews, sports teams, or entertainment industry professionals.
- Knowledge of international visa and immigration requirements.
- Experience negotiating vendor contracts and preferred travel rates.
- Familiarity with event production and live entertainment operations.
Key Competencies
- Exceptional organization and attention to detail
- Strong interpersonal and communication skills
- Professional discretion and confidentiality
- Adaptability and flexibility
- Time management and prioritization
- Customer service excellence
- Budget and expense management
- Problem-solving under pressure
Working Conditions
- Availability outside traditional business hours, including evenings, weekends, and holidays.
- Ability to work effectively in fast-paced and dynamic environments.
Benefits
- Competitive salary and performance incentives
- Travel opportunities
- Health, dental, and vision insurance
- Paid time off and holidays
- Professional development opportunities
Equal Opportunity Statement
We are committed to fostering an inclusive workplace and welcome applicants from all backgrounds, experiences, and perspectives. Employment decisions are based on qualifications, merit, and business needs.
Job Type: Full-time
Pay: $23.00 - $28.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
