Tour Logistics Coordinator- Miami, FL (Onsite)

Automatic Data Processing, Inc.; Miami (FL); On-site; USD 52,000 - 76,000; Full time

Job summary

Loud And Live Entertainment is seeking a Touring and Logistics Coordinator to manage day-to-day administration and international touring logistics. You will report to the Director of Entertainment / Touring, coordinate travel, contracts, marketing milestones, and show readiness, and travel to shows as required to support on-site coordination.

Based in Miami, this on-site role requires travel to multiple markets and strong collaboration with promoters, artist teams, and internal stakeholders

Qualifications

• 2–4 years of touring coordination or related experience.
• Strong organizational skills with the ability to manage multiple projects across time zones.
• Excellent written and verbal communication; ability to coordinate with promoters and artist teams.

Responsibilities

• Maintain current tour calendars, show files, contact lists, and trackers covering contracts, payments, marketing deadlines, travel, and outstanding requirements.
• Translate confirmed engagements into action plans with owners and deadlines; follow through with promoters and artist teams to keep each project moving.
• Provide regular status updates to the Director of Entertainment / Touring and escalate delays, missing information, or issues affecting show readiness.
• Coordinate preparation and distribution of approved promoter agreements with Business Affairs and the internal team; follow up to obtain signatures and retain fully executed copies.
• Track deposit schedules and balances under executed agreements, send payment reminders, and coordinate collection with promoters and Finance.
• Distribute approved artwork, promotional assets, and show information to local promoters and coordinate timelines with internal teams.
• Coordinate airfare, hotels, ground transportation, and itineraries for touring personnel; collect travel details and obtain approvals.
• Serve as liaison between artist teams and local promoters; escalate unresolved issues requiring leadership input.
• Maintain itineraries, confirmations, and local contact information; resolve scheduling conflicts and track international travel documentation needs.

Skills

Touring coordination

Event operations

Travel logistics

Communication skills

Tools

Excel

Project trackers

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Professional Miami, Miami, FL, US

Position Title:Touring and Logistics Coordinator

Reports To:Director of Entertainment / Touring

Location:Miami, FL (Onsite 5 days a week)

Company Overview

Loud And Live is an entertainment, live events, marketing, and media company operating at the intersection of music, sports, lifestyle, and content. Headquartered in Miami, the company creates culturally relevant, high-impact experiences for global audiences.

Position Summary

The Touring and Logistics Coordinator manages the day-to-day administration and logistical coordination of assigned domestic and international touring projects for Loud And Live Entertainment. Reporting to the Director of Entertainment / Touring, this role ensures confirmed engagements move forward through contract execution, promoter deposits, marketing milestones, travel planning, and show readiness. The coordinator is required to travel to every show on assigned tours and projects to support on-site coordination and logistical execution.

Serving as the central coordination point between the internal Entertainment team, artist teams, and local promoters around the world, the coordinator maintains accurate project records, follows up on outstanding requirements, and keeps all parties aligned on deadlines and responsibilities. The role administers confirmed tour engagements and supports their delivery.

Essential Areas of Responsibility

Tour Administration and Project Tracking

• Maintain current tour calendars, show files, contact lists, and trackers covering contracts, payments, marketing deadlines, travel, and outstanding requirements.
• Translate confirmed engagements into action plans with clear owners and deadlines; follow through with promoters and artist teams to keep each project moving.
• Provide regular status updates to the Director of Entertainment / Touring and **escalate** delays, missing information, or issues affecting show readiness.

Promoter Contracts and Deposits

• Coordinate preparation and distribution of approved promoter agreements with Business Affairs and the internal team; follow up to obtain signatures and retain fully executed copies.
• Track deposit schedules and balances under executed agreements, send payment reminders, and coordinate collection with promoters and Finance.
• Confirm receipt of funds with Finance, update payment records, and promptly flag overdue deposits or contractual deadlines to the Director of Entertainment / Touring.
• Route proposed contract changes or requests to amend commercial terms to the appropriate internal team for review and approval.

Marketing Assets and Timelines

• Distribute approved artwork, promotional assets, and show information to local promoters and coordinate announcement, presale, and on-sale timelines with the internal marketing and ticketing teams.
• Coordinate promoter asset requests and required approvals with artist teams and internal stakeholders; verify that approved materials and timelines are communicated accurately.

Travel and Touring Logistics

• Coordinate airfare, hotels, ground transportation, and itineraries for assigned artist and touring personnel in accordance with approved budgets and project requirements.
• Collect travel preferences, passenger details, rooming lists, and arrival and departure schedules; obtain required approvals before confirming arrangements.
• Coordinate with local promoters and artist teams on travel responsibilities, airport transfers, accommodations, hospitality, and local schedules.
• Maintain and distribute current itineraries, confirmations, and local contact information; communicate changes promptly and resolve scheduling conflicts.
• Track international travel documentation needs with artist teams, local promoters, and designated specialists, including visa and work authorization timelines where applicable.

Promoter and Artist Team Coordination

• Serve as the day-to-day administrative and logistical liaison between artist teams and local promoters, keeping communication organized across markets and time zones.
• Collect and distribute approved riders and show requirements; track promoter responses and route technical or production questions to the appropriate specialists.
• Coordinate show advances, local schedules, and outstanding logistics with promoters, venues, artist teams, and internal tour personnel.
• Document decisions and action items, confirm responsibilities, and **escalate** unresolved issues requiring leadership, production, or Business Affairs input.

Expense Records and Project Closeout

• Track approved travel and logistical expenses, collect invoices and receipts, and coordinate documentation with Finance and the internal settlement team.
• Maintain records of promoter payments and outstanding balances and support show and tour closeout with complete, organized supporting documentation.
• Prepare project recaps identifying outstanding items and practical improvements for future touring operations.

Qualifications

Experience and Skills

• 2–4 years of experience in touring coordination, live entertainment, event operations, artist services, or travel and logistics administration.
• Experience managing multiple projects, detailed schedules, and deadlines, preferably across international markets and time zones.
• Strong organizational skills, attention to detail, and consistent follow-through on contracts, payment schedules, travel arrangements, and project requirements.
• Clear written and verbal communication skills and the ability to coordinate professionally with promoters, artist teams, vendors, and internal stakeholders.
• Proficiency with spreadsheets, shared calendars, project trackers, and document management; comfortable maintaining expense and payment records.
• Bilingual English and Spanish communication skills preferred; experience with international touring and travel arrangements is a plus.

Working Style and Environment

Proactive, dependable, and able to prioritize competing deadlines in a fast-paced touring environment. Maintains discretion with contracts, financial records, and personal travel information. Flexibility to work evenings and weekends, communicate across time zones, and travel domestically and internationally to every show on assigned tours and projects, including extended