Coordinator, Vip Experiences (Onsite)- Miami, Fl

Company Overview

An entertainment, marketing & media company, Loud and Live performs at the intersection of music, sports, lifestyle and content development. Headquartered in Miami, FL, Loud and Live’s success is driven by the company’s passion to create engaging, and technology embedded experiences for global audiences.

Position Summary

The Coordinator, VIP Experiences will work with the Supervisor, VIP Experiences to support planning and executional needs for various VIP Experience opportunities as they related to concerts, tours, and special projects promoted by Loud and Live’s Entertainment division from an administrative, operational, marketing and logistics standpoint. The coordinator will need to communicate effectively during the lifetime of assigned projects and tasks and is expected to support specific projects, both in the office and on the ground. The ideal candidate will be detail oriented, organized and a team player who is enthusiastic about fan experiences. Primary responsibilities will include supporting the creation and activation of all VIP Experiences.

Essential Areas Of Responsibility

• Work directly with sales, ticketing, and customer service teams to ensure customers receive all elements of the VIP package with superior customer service standards.
• Communicate all pre-show, day-of-show, and post-show information.
• Assist VIP Supervisor and sales team with creating package contents that will drive sales.
• Maintain detailed record of all expenses along with back-up.
• Keep track of all expenses and invoices for the VIP department and provide a nightly financial report to the VIP Supervisor and tour settlement agent.
• Manage all budgetary elements and spend accordingly based on approved budget/P+L.
• Planning, logistics and execution of VIP packages for multiple tours.
• Distribute and assign tickets to guests and work with each local Box Office to execute accurate seating.
• Billing, invoicing and keep track of accounts payables/receivables as they relate to assigned programs/events.
• Maintain department calendar, including meetings and events both internally and externally.
• Facilitate venue communications and execution of in-venue VIP experience including catering, tickets, and operations.
• Assist VIP Supervisor with planning and logistics of greenroom decor and other artist related experiences.
• Liaise between Executives, VIP road reps and VIP customers.
• Assist with day-to-day tour and VIP operations tasks and communications.
• Assist VIP Supervisor and digital team with creating marketing plans and materials for VIP packages.
• Work with VIP Supervisor to arrange gear and staff travel, and onsite logistics needs including security, credential, and timing of on-site artist participation.
• Coordinate VIP merchandise for tours including vendor communications, order processing, monitoring production, shipment schedules and inventory management.

Position Requirements

Education/Certification/Experience:

• Experience in touring and/or live entertainment preferred.
• Requires a minimum of 2 years of successful Entertainment, agency or marketing experience.
• Bachelor’s degree from an accredited university in Business and/or a related field.

Skills/Knowledge/Abilities:

• Must be flexible when necessary; able and willing to explore and test new ways of doing things; must not remain set in ways to the detriment of the Company’s competitiveness
• Advanced market research skills.
• Ability to build relationships with external vendors and clients.
• Good interpersonal skills, with the ability to collaborate across entire organization
• Ability to manage multiple projects in a fast-paced environment.
• Self-motivated with strong organizational and time management skills with the ability to work independently and effectively set priorities and deliver on time.
• Experience with events and activations.
• Bilingual in English and Spanish both written and verbal.
• Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook)
• Excellent communication skills: oral, written and listening.
• Must show initiative and possess the ability to make decisions and solve problems quickly and effectively

Travel Requirements

• 60%

PHYSICAL REQUIREMENTS:

Constant:

• When at the office; incumbent will be mostly sitting down in front of a computer
• When at a venue or event sites; incumbent will be constantly walking around.

Occasional:

• Must be able to lift 20-25 lbs
• Flexibility and willingness to work unconventional hours (nights and weekends) when necessary.
• Driving as needed

WORKING ENVIRONMENT:

• Able to complete multiple duties with accuracy while shifting from one to another with frequent interruptions and competing deadlines.
• Fast paced environment with peaks of intensity and increase in workloads.