Festival Coordinator, Vehicles

Sundance Institute; Boulder (CO); Hybrid; USD 30,000 - 33,000; Full time

Benefits offered by this job

Paid sick leave

Institute holidays

Employee assistance program

Wellness initiatives

Festival passes

Job summary

The Sundance Institute seeks a Festival Transportation Coordinator to manage operations and logistics for the Sundance Film Festival. This temporary full-time role supports transportation tasks from the Boulder, CO office with onsite/hybrid responsibilities.

Key duties include coordinating car rentals, vehicle inventory, accident procedures, insurance paperwork, and shuttle passes, plus collaboration with multiple departments to ensure timely, accurate logistics.

Qualifications

• Two years experience in event production, operations, or a related field.
• Valid driver’s license and successful completion of MVR background check.
• Outstanding written, verbal, and interpersonal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidential information.
• Working knowledge of databases and proficiency in Microsoft and Google products.

Responsibilities

• Coordinate with the car rental company and serve as main contact for sponsor vehicles for reservations and pick-up/drop-off.
• Communicate reservation information regularly with internal and external vehicle contacts.
• Collaborate with Festival departments on vehicle disbursement.
• Create, allocate, and distribute parking passes as directed.
• Monitor rental and sponsor vehicle inventory.
• Ensure current insurance paperwork is in vehicle glove-boxes.

Skills

Event production

Operations

Communication

Organizational skills

Confidential information handling

Database knowledge

Microsoft Office

Google Workspace

Tools

Databases

Job description

Career Opportunities with Sundance Institute

A great place to work.

Careers At Sundance Institute

Current job opportunities are posted here as they become available.

Our employees are distributed across four main hubs: Los Angeles, California, Boulder, Colorado, New York, New York, & Salt Lake City, Utah.

The Festival Coordinator, Vehicles is charged with coordinating the operations and logistics for all things related to transportation for the Sundance Film Festival.

Working closely under the direction of the Festival Manager, Transportation, the Coordinator supports the team by honoring Sundance Institute’s commitment to introducing the work of independent artists to new audiences by ensuring transportation logistics for the annual Festival are a success.

This temporary position works full-time (40 hours per week) from Wednesday, October 28, 2026 to Friday, February 12, 2027 and will be required to work extended hours, including some evenings, weekends, and holidays to meet key deadlines and respond to on-call needs as assigned. This position is based out of our Boulder, CO office in order to work onsite in a hybrid capacity throughout its employment.

Top priorities include but are not limited to...

• Coordinating with the car rental company and serving as the main contact for sponsor vehicles to set rental reservations, pickup, and return dates.
• Communicating regularly with internal and external vehicle contacts to ensure reservation information is accurate.
• Working closely with designated internal Festival departments on disbursing vehicles.
• Creating, allocating, and distributing parking passes as directed.
• Continuously monitoring rental and sponsor vehicle inventory.
• Ensuring that current insurance paperwork is placed in all vehicle glove-boxes.
• Reviewing accident procedures and updating as necessary.
• Initiating accident procedures, remotely and onsite, including completing forms, taking pictures, answering questions, facilitating paperwork with internal and external stakeholders.
• Taking inventory of vehicle supplies (snow scrapers, windshield wiper fluid, etc.) and ordering enough to stock each vehicle.
• Entering and maintaining accurate vehicle information in the proper database, including the assigned driver, insurance policies, gas cards, etc.
• Creating a system to organize and track various vehicle items such as keys, information kit, gas cards, car wash coupons, etc.
• Supporting the Manager and Associate Manager with projects as needed, including fielding questions from employees across the organization.
• Completing a comprehensive written wrap report as directed.

You have the following direct or transferable skill sets:

• 2 years experience in event production, operations, or a related field.
• Valid driver’s license and successful completion of MVR background check.
• Outstanding written, verbal, and interpersonal communication skills to work effectively with a variety of people.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidential information.
• Working knowledge of databases along with proficiency in Microsoft and Google Products preferred.
• Legal authorization to work in the United States.

You will be successful in this role if you...

• Strive toward operational excellence and problem-solve within your work so change can happen quickly and efficiently.
• Communicate clearly with internal and external stakeholders of varying levels and positions.
• Use project management skills and strong organizational skills to keep yourself accountable for meeting deadlines and milestones.

In addition to an hourly pay of $22.25, this position* is eligible for benefits & perks, highlights include:

• Paid sick leave and Institute holidays
• Employee assistance program
• Employee Wellness Initiatives
• Sundance Film Festival passes and benefits (varies each year)

*Applications open 09/25/2026 and will be accepted for at least one week