Admin Assistant

SHINE; Belfast City District; On-site; GBP 26,000 - 35,000; Full time

Job summary

Shine (SD Event Management) in Belfast is seeking a highly organised Live Music Administrator to join our booking team. You will manage contracts, rider logistics, and settlements, coordinating with artists, agents, and the finance department to keep shows on track.

This full-time, on-site role requires strong IT skills, attention to detail, and the ability to multitask under tight deadlines during peak festival periods.

Qualifications

• Experience in an administrative role within live music or events.
• Excellent organisational skills with high attention to detail and deadlines.
• Strong verbal and written communication when dealing with artists and teams.
• Proficient in MS Office and able to learn internal booking databases quickly.

Responsibilities

• Coordinate and issue standard performance contracts, deal memos, and rider attachments.
• Track signatures, deposits, and payment milestones with finance coordination.
• Maintain routing, calendars, and booking grids for upcoming shows.
• Act as primary contact for artist management and tour managers during pre-production.

Skills

MS Office

Excel

Google Sheets

Organizational skills

Communication

Multitasking

Live music knowledge

Tools

Booking platforms

CRM systems

Job description

Job Description: Live Music Administrator

Shine is one of Ireland's premier independent music promoters and club operators, producing hundreds of major gigs, electronic music events, club nights, and large-scale festivals (such as Belsonic, Emerge, and CHSq) annually.
We are seeking a highly organised and proactive Live Music Administrator to join our busy team. This role sits at the heart of our booking department, managing the administrative lifecycle of artist bookings, performance contracts, rider logistics, and show settlements. The ideal candidate has a deep passion for live music, exceptional administrative talents, and the ability to thrive in a fast-paced, high-pressure events environment.

Key Responsibilities

1. Artist Booking & Contracting

• Coordinate and issue standard performance contracts, deal memos, and rider attachments for national and international live acts and supporting talent.
• Track contract signatures, deposit schedules, and final payment milestones in coordination with the finance department.
• Maintain up-to-date routing, availability calendars, and booking grids for upcoming concert series, club programs, and festival lineups.
• Assisting our Corporate advances alongside Live Advances

2. Logistics & Advance Coordination

• Act as the primary point of contact for artist management, booking agents, and tour managers during the pre-production and advancing phase.
• Collect and distribute crucial show advancing info, including technical specifications, stage plots, input lists, and crew/transport manifests.
• Coordinate complex artist logistics, including hotel accommodations, ground transportation (transfers/tour party travel), and guest list allocations.

3. Financial Administration & Settlement

• Assist the production and finance teams with pre-show budgeting and post-show financial settlements where necessary
• Process artist performance fees, receipts accurately and on schedule.
• Maintain meticulous digital archives of all show paperwork, invoices, tax documentation and settlement sheets.

4. On-Site Operations & General Support

• Provide administrative support between other departments during active show days
• Assist with artist hospitality management and backstage logistics when major events roll through venues like The Limelight or The Telegraph Building.
• Handle day-to-day office correspondence, general enquiries, and vendor relations.

WHAT WE NEED FROM YOU

• Experience: Proven experience in an administrative role, ideally within the live music, entertainment, artist management, or broader events sector. Even if you don’t have experience in the sector, a passion for live music is a must!
• Industry Knowledge: A solid understanding of the live music ecosystem (promoters, booking agencies, venues, tour management) and a genuine enthusiasm for Shine’s musical output.
• Organisation: Exceptional organisational skills with rigorous attention to detail and the ability to multitask effectively under tight deadlines.
• Communication: Outstanding verbal and written communication skills; professional, calm, and diplomatic when dealing with high-profile artists, agents, and internal teams.
• Technical Skills: Proficient in Microsoft Office Suite (particularly Excel) and/or Mac packages alongside google sheets etc and have the ability to pick up internal booking and database platforms quickly.
• Flexibility: Willingness to occasionally work flexible hours, evenings, or weekends to support live events when necessary.

JOB DETAILS:

Company: Shine (SD Event Management)

Position Type: Full-Time

Department: Live Music Booking

Salary: £30,000pa

Office hours are 10am-6pm. No hybrid working is offered for this role.

Some outside office hours may be necessary during festival times or talent scouting at nights if required

Office location: Next to Limelight