Entertainment Install Coordinator (Traveling Position)

Level99 Entertainment; Boston (MA); On-site; USD 30,000 - 34,000; Full time

Job summary

Level99 Entertainment is seeking an organized Entertainment Install Coordinator to support traveling installation teams during the build-out and openings of new venues. You will manage travel, shipping, schedules, and communications on-site under the Install Team Manager and Director of Install.

The role requires strong organizational skills, clear communication, and the ability to thrive in fast-paced environments with tight deadlines and extensive travel (over 200 days/year).

Qualifications

• Experience in project coordination, logistics, or operations support in entertainment, construction, or hospitality.
• Exceptional organizational skills to manage complex details and maintain precise records.
• Professional verbal and written communication for stakeholder coordination.
• Proficiency in booking and managing flexible team travel logistics.
• Shipping/receiving, inventory tracking, and logistical documentation.

Responsibilities

• Handle all team travel logistics, including bookings and itinerary adjustments.
• Manage equipment shipping and receiving; track deliveries and resolve discrepancies.
• Support on-site artists by coordinating schedules and resources.
• Liaise with vendors and site contacts regarding delivery and access updates.
• Maintain project documentation, including shipping logs, receipts, and activity notes.
• Track team expenses and submit budget reports.
• Monitor progress and schedules; flag and help resolve bottlenecks.
• Organize staging areas and manage tool inventory check-ins.
• Assist with onboarding logistics for new on-site team members.
• Distribute status reports and travel updates to management.
• Provide hands-on support to the installation crew as needed.
• Execute other duties to ensure successful venue openings.

Skills

Project coordination

Logistics management

Vendor coordination

Communication

Travel logistics

Shipping/receiving

Budget reporting

Tool familiarity

Tools

Wrike

Jira

Google Suite

Microsoft Office

Job description

WHO WE ARE

Level99 is a sprawling playground designed for adults with over 50 life-sized mini-games where Players dodge axes, crack puzzles, and outsmart real-world challenges. Each game lasts about 1–4 minutes and is built for 2–6 people to play together. One ticket to Level99 unlocks access to all of our games including Challenge Rooms, Player-vs-Player duels, and an art scavenger hunt. We save your progress each time you play so you can earn rewards and climb our coveted leaderboard.

Alongside the games, Level99 offers a full-service bar and award-winning restaurant – featuring scratch-cooking, local craft beers, handmade cocktails, and a variety of event spaces. Level99 has locations in Natick, MA, Providence, RI, Tysons, VA, Disney Springs, FL, and is opening in West Hartford, CT, Paramus, NJ, King of Prussia, PA, and Raleigh, NC. Level99 is backed by Act III Holdings, led by Panera founder Ron Shaich, and we have a talented team that has worked on successful entertainment projects ranging from 5 Wits to Walt Disney Imagineering. Visit www.level99.comfor more details.

OVERVIEW

We are seeking an organized, proactive Entertainment Install Coordinator to support our traveling installation teams during the build-out and opening phases of new Level99 venues. Reporting to the Director of Install, this role works day-to-day under the direction of the Install Team Manager on-site during active projects and serves as the administrative and logistical backbone of the installation operation—keeping people, materials, schedules, and communications running smoothly so the team can stay focused on the work.

This is a detail-oriented support role in fast-moving, high-stakes environments (new venue openings with tight deadlines, overlapping trades, and constant changes). The Entertainment Install Coordinator will work closely with the Install Team Manager, Director of Install, installers, artists, vendors, and suppliers to ensure every logistical detail is handled before it becomes a problem. Organization, clear communication, follow-through, and calm under pressure are non-negotiable.

RESPONSIBILITIES

• Handle all team travel logistics, including bookings and itinerary adjustments.
• Manage equipment shipping and receiving; track deliveries and resolve discrepancies.
• Support on-site artists by coordinating schedules and resources.
• Liaise with vendors and site contacts regarding delivery and access updates.
• Maintain project documentation, including shipping logs, receipts, and activity notes.
• Track team expenses and submit budget reports.
• Monitor progress and schedules; flag and help resolve bottlenecks.
• Organize staging areas and manage tool inventory check-ins.
• Assist with onboarding logistics for new on-site team members.
• Distribute status reports and travel updates to management.
• Provide hands-on support to the installation crew as needed.
• Execute other duties to ensure successful venue openings.

MUST-HAVE SKILLS

• Experience in project coordination, logistics, or operations support, ideally in entertainment, construction, or hospitality.
• Exceptional organizational skills to manage complex details and maintain precise records.
• Professional verbal and written communication for effective stakeholder coordination.
• Proficiency in booking and managing flexible team travel logistics.
• Competence in shipping/receiving, inventory tracking, and logistical documentation.
• Skilled in Google Suite, Microsoft Office, and expense reporting tools.
• Detail-oriented with a strong commitment to checklist execution and follow-through.
• Resilient and resourceful when managing last-minute changes in chaotic environments.
• Available for extensive travel (200+ days/year) and irregular hours, including weekends.
• Physically able to lift 50 lbs and work in active construction venues.

OTHER DESIRABLE (BUT NOT NECESSARY) SKILLS & EXPERIENCE INCLUDE

• Field experience in installation, construction, or entertainment production.
• Proficiency with project management software (Wrike, Jira, etc.).
• Experience coordinating creative professionals in production settings.
• Knowledge of construction safety and site protocols.
• 3+ years in a related installation or technical role.
• On-the-job training and team leadership skills.
• Proficiency with hand and power tools.
• Familiarity with mounting hardware for wood, metal, and concrete.
• Direct experience working on active construction sites.
• Basic electrical troubleshooting and knowledge.
• Troubleshooting skills for PCs, networks, and micro-controllers.
• Forklift and scissor lift operation experience.

$22 - $25 an hour

While we don’t expect a candidate to have deep experience in all of the above, we’re looking for someone with the passion and capability to learn quickly in the areas that are new!

YOU MIGHT BE A FIT ON THE LEVEL99 TEAM IF YOU…

• Like to laugh, would be described as a "low maintenance, low drama" person, have a tendency to have a bit of fun while you work
• Have a high tolerance for ambiguity, like to go fast, and are excited to learn on the job
• Are just a little bit obsessive about getting the details right the first time
• Have a high energy personality, the kind of person who is typically smiling, and likes to "get it done now"

Level99 is an E-Verify employer.