TITLE: Booking Coordinator

LOCATION: Columbus, OH (onsite)

REPORTS TO: Vice President, Talent Buying & Ticketing

FLSA: Exempt

ABOUT THE ROLE

The Booking Coordinator plays a crucial role in supporting the Talent Buying team for Breakaway’s music festivals. This position requires strong organizational skills and the ability to manage multiple tasks in a fast-paced environment. The Booking Coordinator will handle administrative duties, facilitate communication with talent’s agents and managers and internal talent buyer teams, and oversee contractual processes, ensuring smooth operations for talent acquisition and festival logistics.

KEY RESPONSIBILITIES

• Provide general administrative support to the VP of talent buying as directed (ie. schedule meetings, heavy note-taking, track outstanding offers, check artist availability, etc.).
• Maintain professional communication with talent agents, external festival partners, internal teams throughout the booking process.
• Assist in building and sending talent offers as directed by Talent Buyers.
• Organize and Manage internal documentation using internal booking systems, grids, and calendars.
• Oversee management of all artist payments according to specific payment schedules, guidelines, and negotiated agreements.
• Manage a high volume of artist contracts and agreements for all festivals & concerts under responsibility of Talent Buyers, ensuring all documents are executed and filed properly.
• Compile and maintain deal terms and settlement sheets for all confirmed Breakaway artists.
• Gather and distribute artist confirmations and festival information internally.
• Coordinate with the graphic design team to create and approve promotional materials with artist teams.
• Collaborate with marketing teams on artist-focused initiatives, acting as liaison between marketing and artist teams.
• Record and organize staff travel, transportation, and lodging plans using the designated Breakaway Festival Travel Master document.
• Execute back-of-house administrative tasks during festivals advancing as needed.
• Track communications and manage data entry for operations, admin, production, and experiential vendors across festivals.

REQUIREMENTS

• Excellent written, organizational and verbal communication skills with a strong attention to detail.
• Proficient in Google Suite.
• Capacity to manage multiple tasks in a very fast-paced environment while remaining calm, organized, and focused.
• Willingness to ask questions, share ideas/suggestions, and learn from experiences.
• Knowledge of live music events and festivals, along with all musical genres (primarily focused in electronic and pop genre)
• Ability to be in office 10am-6pm on weekdays, and travel to work specific festival weekends and other event days throughout the year.

PREFERRED

• Bachelor’s degree in Business Administration, Entertainment Management, Event Management, Communication, or other related field.
• Previous experience in the entertainment industry (ie. working with concert promoters, artist managers, or agencies).

Ready to turn up the volume on your career? If this role sounds like you and fits your background, apply now! Submit your resume showcasing your enthusiasm for music and your expertise for our position.

The duties and responsibilities described in this job description may not be a comprehensive list. Additional tasks may be assigned to the employee from time to time and/or the scope of the job may change as necessitated by business demands.