Tour Operations Coordinator

We are seeking a highly organized Tour Operations Coordinator to support the planning, coordination, and day-to-day administration of live events and touring operations across multiple locations.

This role is responsible for maintaining tour schedules, coordinating logistics, supporting MasterTour administration, organizing travel and venue documentation, and ensuring all operational details are completed accurately before each event.

The ideal candidate combines exceptional organizational skills with strong operational discipline and enjoys coordinating multiple moving pieces simultaneously.

Success in this role requires someone who can proactively manage logistics, maintain accurate documentation, communicate effectively with internal and external stakeholders, and ensure tours operate smoothly with minimal oversight.

This is not an Executive Assistant role. The primary focus is operational coordination and administrative execution for touring, events, and related business operations.

• Experience supporting live events, touring, hospitality, or venue operations

• Experience using MasterTour or similar event management software

• Experience using AI tools to improve administrative and operational workflows

• Coordinate day-to-day operational activities for live tours and events

• Maintain tour schedules, timelines, and operational checklists

• Ensure all pre-event requirements are completed on time

• Monitor tour readiness across multiple locations

• Track outstanding action items and follow up with internal stakeholders

• Maintain accurate information within MasterTour

• Update tour schedules, venue information, and event details

• Ensure operational records remain current and organized

• Support reporting and documentation related to tour operations

• Coordinate flights, accommodations, ground transportation, and travel itineraries

• Maintain travel documentation and schedules

• Coordinate logistics with venues, vendors, and internal team members

• Track travel changes and communicate updates promptly

• Organize operational documentation, contracts, and event files

• Maintain shared drives and operational resources

• Prepare operational summaries and status reports

• Support recurring administrative projects as assigned

• Collaborate with marketing, finance, customer support, and operations teams to ensure event readiness

• Coordinate information between departments

• Escalate operational risks and scheduling conflicts proactively

• Support process improvements across tour operations

• 3+ years of experience in operations coordination, administrative coordination, event operations, or project coordination

• Experience coordinating schedules, logistics, or multi-step operational projects

• Strong organizational and time management skills

• Experience using project management platforms such as ClickUp, Asana, Monday.com, or similar

• Strong attention to detail and documentation skills

• Excellent written and verbal English communication skills

• Experience coordinating with multiple internal and external stakeholders

• Experience coordinating travel and accommodation logistics

• Experience supporting fast-paced founder-led businesses

• Ability to manage multiple deadlines simultaneously

• Strong problem-solving skills with a proactive mindset

• Ability to work independently with minimal supervision