Tour Logistics Coordinator- Miami, FL (Onsite)
Loud And LivePosition 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. Page Break 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 z…