Hospitality & Logistics Coordinator

**Job Overview**

The Hospitality & Logistics Coordinator is responsible for ensuring the smooth execution of all hospitality and logístical aspects for artists and executive teams. This includes managing travel, accommodation, transportation, visas, and customs procedures while ensuring a personalized welcome and outstanding experience for each artist. The role requires close coordination with both internal and external teams.

It combines high-level hospitality management with logístical oversight, supporting all teams involved in shows and live events produced by Primuse.

**Key areas of responsibility also include**:

- Creating, executing, and enforcing SOPs for hospitality consistency and excellence across all events
- Setting up and coordinating a dedicated liaison team to assist artists when needed
- Managing special access and fulfilling specific artist requests
- Following artist riders closely (both technical and hospitality)
- Overseeing all logístical arrangements with a focus on artist comfort and well-being
- Planning and managing hospitality and logistics budgets
- Negotiating with service providers to ensure high-quality services at favorable rates
- Organizing travel and transportation, including authorizations for visas and related documents
- Coordinating customs processes (air, land, sea) and arranging translators when required

**Key Responsibilities**:
**Hospitality & Artist Experience**
- Coordinate and manage full hospitality services for artists, crew, VIPs, translators, and special guests—including Primuse management and executive guests
- Manage welcome protocols, artist care, green room setup, meal planning, and overall on-site comfort
- Ensure all requests (special diets, VIP preferences, rider compliance) are anticipated and flawlessly executed

**Travel, Accommodation & Visa Coordination**
- Book and manage flights and accommodations in line with company standards
- Track airline miles and maintain relationships with hotels and carriers to secure preferred rates
- Maintain updated contact lists and provider agreements
- Ensure cost-effective travel planning without compromising comfort or timing
- Coordinate hotel bookings and rooming lists for team members and guests

**Ground Transportation & Logistics**
- Coordinate and manage all ground transportation for staff, artists, and VIPs (shuttles, artist vans, staff movements)
- Organize shuttle schedules, vehicle bookings, and venue access logistics
- Act as the main liaison for all logistics-related needs before, during, and after events
- Coordinate customs clearance of touring gear, set pieces, and promotional items with logistics partners

**Visas, Customs & Protocols**
- Liaise with customs officers and agents for the import/export of technical equipment and materials
- Ensure smooth clearance of all production-related items
- Arrange translators or protocol advisors when necessary

Vendor Management & External Relations
- Establish and maintain relationships with external vendors: hotels, transportation providers, translators, customs agents, and caterers
- Ensure all services are contracted under favorable terms and meet high service standards
- Communicate proactively with vendors to ensure readiness and prevent last-minute issues
- Negotiate rates and build strategic partnerships to support operational flow

Internal Communication & Team Coordination
- Coordinate with Production, Talent, Operations, and other departments to align needs and timelines
- Manage itineraries, handle last-minute changes, and communicate real-time updates across teams
- Take full ownership of execution and ensure seamless cross-functional alignment throughout each event

**Issue Management & Real-Time Problem Solving**
- Respond efficiently to unexpected challenges such as flight delays, hotel errors, or urgent artist needs
- Maintain professionalism and calm under pressure
- Ensure continuity of service and uphold hospitality standards in high-stress situations

**Reporting & Post-Event Review**
- Track and reconcile hospitality and logistics costs per event
- Collect feedback from guests, crew, and internal teams
- Use insights to refine SOPs and improve future operations

**What’s Expected in This Role**
- Strong organization and problem-solving skills — you bring order to complexity
- Relationship builder — you maintain strong connections with partners and service providers
- Excellent communication — you follow through and close the loop on all tasks
- Cross-functional alignment — you collaborate confidently across departments and handle VIPs with care
- High standards — you uphold excellence in every detail
- Positive presence — you show up with kindness, confidence, and energy, even under pressure
- Ownership and initiative — you take action and solve problems without waiting
- Curiosity and courage — you ask questions and move things forward
- Detail-oriented multitasking — you manage timelines, priorities, and updates with clarity an