ROAM
Tour Coordinator
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Tour Coordinator
Tour Coordinator – ROAM Agency
The Company
ROAM Agency is an independent global artist booking agency, representing over 800 artists across six offices: London, New York, Los Angeles, Chicago, Paris, and Glasgow. Specialising in concerts from clubs to festival headlining, ROAM works with some of today’s most acclaimed artists, including Amyl & The Sniffers, Andrew Bird, BADBADNOTGOOD, Big Thief, Black Pumas, Car Seat Headrest, Cory Wong, Faye Webster, Fontaines D.C., Good Neighbours, Glen Hansard, Jungle, Khruangbin, Japanese Breakfast, Mac DeMarco, Metronomy, Mk.gee, Mt. Joy, Nick Cave & The Bad Seeds, PJ Harvey, Royel Otis, Sufjan Stevens, and The Lumineers.
ROAM’s clients perform over 10,000 shows annually in iconic venues like Madison Square Garden, O2 Arena, Hollywood Bowl, Royal Albert Hall, and Radio City Music Hall, as well as at leading festivals including Glastonbury, Bonnaroo, Primavera, Coachella, and Roskilde. Their artists have earned 84 GRAMMY nominations (23 wins), 6 Oscar nominations (3 wins), 16 BRIT nominations (3 wins), 18 Mercury Prize nominations (4 wins), and 15 Tony nominations (9 wins).
The team thrives on strong partnerships with promoters and industry professionals, blending music enthusiasm with a commitment to helping artists achieve success.
Job Overview
This dynamic role requires a highly organised, detail-oriented Tour Coordinator to join a fast-paced live booking agency. The Tour Coordinator supports their assigned agent by managing logistical, administrative, and financial aspects of tours—ensuring seamless operations from booking to post-show delivery.
Ideal candidates are passionate about music, highly professional, and preferably have prior experience in a music industry assistant role.
Job Description
Reports To:
- Director of Operations
No Direct Reports
Purpose:
Support the commercial and operational success of ROAM’s tours by coordinating:
- Contractual, financial, promotional, and logistical activities.
- Primary operational liaison between agents, artists, promoters, and internal teams for accurate execution at every stage of touring.
Key Accountabilities:
✔ Managing tour administration, contracts, settlements, and compliance with precision and timeliness. ✔ Ensuring bookings, invoices, and reporting are kept accurate across Overture and internal databases. ✔ Facilitating smooth communication between all stakeholders to deliver shows on schedule. ✔ Providing proactive support to artists and agents, troubleshooting soundly in admin and operational issues.
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Key Responsibilities:
Tour Administration & Booking Support
- Maintain rigorous booking records in Overture and related systems.
- Update records on shows, artist details, promoters, venues, and financials.
- Manage tour action sheets, rosters, and internal databases.
- Handle artist onboarding/offboarding (Terms of Business).
Contracts & Documentation
- Draft, review, and finalise deal memos, contracts, amendments, and spending agreements.
- Track contract completion and proactively follow up on pending agreements.
- Coordinate legal reviews and internal approvals before distribution.
- Distribute finalised contracts to stakeholders.
Financial Administration
- Issue, track, and reconcile invoices for tours.
- Oversee deposits, balances, settlements, and overages with accuracy.
- Coordinate settlement approvals and address queries.
- Support accounts departments in payment and deposit processing.
Tax & Compliance
- Coordinate tax-related documentation (FEU forms, A1 certificates, TAJA procedures).
- Partner with promoters/management to minimise tax liabilities and ensure compliance.
- Obtain and manage required paperwork from stakeholders.
Visa Coordination
- Liaise with agents/artists on visa and immigration requirements.
- Gather, process, and submit all documentation needed for visa sponsorship and applications.
Tour Marketing Support
- Assist with tour announcements, presales, ticket assets, and artwork approvals (when not handled by marketing).
- Monitor promotional activity and escalate any discrepancies.
- Liaise with the marketing team for complex campaigns.
Ticketing & Settlements
- Collect ticket sales data from promoters for reporting.
- Track unusual trends in sales and escalate as needed.
- Review settlement documentation for discrepancies.
Client & Stakeholder Communication
- Provide timely, accurate, and professional responses to inquiries from artists, managers, promoters, venues, and internal staff.
- Foster positive working relationships with frequent stakeholders.
Shows & Industry Events
- Attend shows, industry conferences, conferences, and networking events as needed.
- Always represent ROAM in a professional, high-energy way.
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Key Competencies
- Customer Focus
- Builds relationships and anticipates stakeholder needs, offering expertise-driven solutions.
- Effective Communication
- Adapts tone/mode for diverse audiences, listens actively, and delivers clear updates.
- Planning & Alignment
- Prioritises tasks, meets objectives, and builds contingency plans.
- Accountability
- Models ownership, sets workflow expectations, and ensures accountability.
- Action Orientation
- Embrace challenges with curiosity, takes initiative, and problem-solves promptly.
Key Skills, Knowledge & Experience
- Industry Background: Experience in live music, touring, events, or entertainment preferred.
- Administrative Expertise: Exceptional organisational skills, problem-solving, and multi-tasking.
- Technical Proficiency: Proficient in booking systems, spreadsheets, and financial tracking.
- Contractual Acumen: Understanding of tour contracts, settlements, tax structures, and promoter negotiations.
- Communication: Strong written/written and stakeholder management (email, calls, meetings).
Key Performance Indicators (KPIs)
✅ On Time & Efficient:
- All contracts executed within deadlines.
- Timely deposit/balance processing, settlements, and payroll issued.
✅ Accurate Recordkeeping:
- Bookings and Overture system records kept immaculate.
✅ Regulatory Adherence:
- Visa, tax, and compliance documentation completed and submitted on schedule.
✅ Quality Benchmarks:
- Tour announcements executed accurately.
- Tick sales data collection and reporting handled promptly.
- Feedback from agents, artists, promoters, and venues consistently positive.
✅ Minimal Errors:
- Breach-free operations with no administrative discrepancies.
Key Interactions
- Internal: Agents, Finance Team, Legal Team, Marketing Team.
- External: Artists, managers, promoters, venues, festivals, production partners.
Decision Rights
- **Ownership of Tour Admin:**你独立决定每日日程管理和信息分发。
- **Issue Escalation:**决定何时将合同、财务或运营问题报告。
- **Developer Controllers:**无权更改商业条款、签约或资金承诺——升级由主要代理/ Director of Operations 处理。
Note: Perfect for career-driven professionals eager to merge creativity and strategic organisation within the global music industry.
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