Team Coordinator (Concerts & Events)

DF Concerts Limited; Glasgow; Hybrid; GBP 60,000 - 80,000; Full time

Job summary

A leading events company in Glasgow is seeking a Team Coordinator for Concerts & Events. This role involves managing accreditation systems, workforce communications, and providing executive support to the leadership team. The ideal candidate has experience in the live music industry and strong organizational skills. You will play a key role in ensuring successful outdoor events and effective administrative workflows, working with various stakeholders across the organization.

Qualifications

• Experience with fast-paced environments.
• Competence in payroll processes.
• Ability to draft high-quality reports.

Responsibilities

• Manage leadership calendars and travel itineraries.
• Craft and circulate polished reports and presentations.
• Oversee payroll for temporary staff.
• Lead communication of accreditation and workforce information.
• Organise accommodation for event staff.

Skills

Experience working in the live music or events industry

Proven experience in team coordination

Experience with accreditation systems

Strong diary management skills

Exceptional stakeholder management

Advanced proficiency in Microsoft Office

Competence in drafting reports and presentations

Comfortable adopting AI-powered tools

Tools

Microsoft Office

Google Workspace

Job description

Job Summary

Company : DF Concerts and Events

Department : Concert & Event Operations

Location : Glasgow and onsite at shows and events

Reports to : Senior Operations Manager

Working Hours : Full time plus evenings weekends and public holidays as required by schedule of concerts and events

Job Type : Permanent

Role Description

The Team Coordinator (Concerts & Events) is an essential role within our busy fast-paced Events team balancing two core areas of responsibility :

Workforce & Accreditation Management

You’ll own end-to-end accreditation systems and workforce communications for our outdoor events including managing the department’s payroll processes for temporary and casual staff. From liaising with suppliers, contractors and sponsors to confirming accommodation, welfare facilities and site inductions, you’ll ensure every team member feels informed, prepared and supported prior to and whilst working on-site.

Executive & Administrative Support

You’ll act as an executive assistant to our Concert & Event Operations leadership team managing schedules, travel bookings and expense processing, drafting high-quality reports and presentations and providing administrative assistance across the department to support effective delivery throughout the year.

Our Team

We are a small dynamic team of event professionals who have a passion for producing exciting, safe, sustainable and accessible events for our fans, artists and staff. We collaborate with multiple departments, external suppliers and stakeholders such as local authorities, sponsors and broadcasters; and our ability to bring people together and develop strong working relationships is key to our success.

Our team are fun, resilient, hardworking, supportive and committed to delivering consistently high standards of performance and delivery.

Who you are

Competencies / Skills / Knowledge / Experience

• Experience working in the live music or events industry in a similar or equivalent capacity
• Proven experience in team or workforce coordination or administrative support within fast-paced environments
• Experience with accreditation systems and end-to-end workforce communications
• Proficient in managing payroll processes for temporary and casual staff including timesheet reconciliation and liaising with finance departments
• Strong diary management skills adept at scheduling complex calendars, travel bookings and expense processing
• Exceptional stakeholder management communicating confidently with suppliers, contractors, sponsors and senior leaders
• Advanced proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint) and Google Workspace; comfortable learning bespoke systems
• Competence in drafting high-quality reports, presentations, meeting agendas, minutes and actions
• Comfortable adopting AI-powered tools to streamline administrative workflows and communications

Behaviours

• Methodical and highly organised with strong attention to detail
• Proactive self-starter who anticipates needs and offers solutions unprompted
• Confident and professional communicator maintaining discretion with sensitive information
• Resourceful problem-solver who remains calm under pressure and adapts swiftly to shifting priorities
• Skilled at prioritising and balancing competing deadlines and requirements navigating peaks of workload effectively
• Collaborative team-player who fosters a supportive environment across functions
• Ethical and transparent upholding the highest standards of integrity

Key Responsibilities

• Executive & Departmental Administration: Proactively manage leadership calendars, coordinate complex travel itineraries, process expense claims and handle ad-hoc departmental tasks to keep our events team focused on delivery
• Insightful Reporting & Presentation: Craft, format and circulate polished reports, presentations, meeting agendas and minutes that drive informed decision-making
• Payroll & Workforce Finance: Oversee payroll for temporary staff, collect and audit timesheets, reconcile data accurately and partner with Finance to ensure timely payments
• Accreditation & Workforce Systems: Own end-to-end accreditation and workforce processes from system design and material procurement to stock control and on-site distribution optimisation
• Compliance & Safety Metrics: Maintain and enhance compliance workflows, track H&S processes and metrics and support regulatory reporting requirements
• Workforce Communications: Lead the communication of all accreditation and workforce information ensuring event websites and internal platforms are consistently current
• Team Training & Leadership: Train direct and inspire volunteer workforces and student interns fostering a culture of excellence and accountability
• Logistics & Accommodation Coordination: Organise accommodation and site-based logistics for event staff, volunteers and interns ensuring seamless on-site support
• Asset Management: Coordinate the distribution and collection of key event assets (e.g. radios, passes, welfare equipment) maintaining rigorous tracking controls
• Performance Analysis & Debriefs: Produce comprehensive workforce reports for senior management and drive post-event debriefs to capture insights and fuel continuous improvement

Equal Opportunities

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and home life. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences and learn from the talented people you will be working with. It’s talent that matters to us and we encourage applications from people irrespective of their gender identity, race, sexual orientation, religion, age, disability status or caring responsibilities.

The Company

DF Concerts and Events is part of Live Nation Entertainment which is the world’s leading live entertainment company comprised of global market leaders: Ticketmaster Live Nation, Concerts, LN Media and Artist Nation. Concerts & Events bring the best live music and life-affirming experiences to music fans across Scotland year after year through a range of large outdoor festivals, stadium shows and indoor Concerts works with the biggest names in music as well as championing the career progression of emerging acts by operating quite possibly the finest small venue in the world, King Tut’s Wah Wah Hut, supporting the vibrant music scene from grassroots level up.

APPLICATION DEADLINE : 24TH SEPTEMBER 2025. We reserve the right to close applications at any time.