Administrative Tour Coordinator

10 hours ago

Melbourne, Victoria, Australia beBeeTour Full time $70,000 - $120,000
About the Job

As a coordinator of tours, you will provide administrative support to planners and organizers in planning and executing tours, shows, festivals, and performances. This includes researching, building ticketing systems, planning tours, and marketing requirements.

Working closely with planners and the broader team, this role requires organization, time management, attention to detail, agility, and effective communication.

Key Responsibilities:
  • Extract artist statistics from various sources to inform viability assessments.
  • Develop draft launch plans for review by planners and liaise with artists for key dates prior to activation.
  • Assist planners with reviewing and marking up venue and artist legal agreements, ensuring signatures are in place.
  • Advise the team of tour confirmation ahead of formal email with launch plan.
  • Prepare ticketing builds on behalf of planners in conjunction with the venue, obtaining approval for events over 600 capacity.
  • Identify and confirm suitable publicists and available support bands.
  • Liaise with publicists and marketing teams as required, with planner approval if needed.
  • Partner with marketing to develop sign-up pages, pre-registration, marketing campaigns, and tour announcements aligned with launch plans.
  • Ensure assets and artwork are collated based on launch timelines.
  • In partnership with planners, oversee tour expenses and confirm or decline expense requests in accordance with contracts and agreements.
  • Manage immigration and visa requirements in a timely and proactive manner.
  • Organize tour accreditation processes, ensuring logistics and information packs are organized, informative, and clear.
  • Hire tour contractors, including event production and tour managers.
  • Undertake research and administration as directed by planners to enable deal memorandums to be put in place.

Tour and Event Execution:

  • Plan and manage the end-to-end VIP experience, ensuring products are delivered on time and representatives are fully briefed.
  • Oversee event execution, working with the venue, artist management, and production teams to ensure smooth operations.
  • Follow approved travel policies and procedures.
  • Address and effectively communicate any issues related to logistics, security, sound quality, or audience experience that arise during the event.
  • Monitor externally facing email accounts and respond to queries.
  • Coordinate invoices and financial requirements to enable settlement.
  • Assist with ad hoc tasks as needed.
  • Ensure effective handovers are completed prior to planned annual leave, including documentation of ongoing tasks, key contacts, and deadlines.
Qualifications & Experience Requirements
  • A relevant qualification in the music industry, events, marketing/publicity, or a related field is advantageous.
  • Two+ years of experience in full-time administrative roles within the music industry is desirable.
  • Advanced expertise in Microsoft Office Suite and Google Suite.
  • Australian Work Rights.
  • A valid driver's license (preferred).

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