Operations Coordinator

TITLE : Operations Coordinator

LOCATION : Nashville, TN office preferred. Individuals able to work from our other office locations may be considered (Los Angeles, CA or Columbus, OH).

REPORTS TO : Manager of Festival Operations

FLSA : Exempt

ABOUT THE ROLE

The Operations Coordinator at Breakaway Music Festival, Inc. will play a crucial role to support a smooth production across multiple cities and venues by organizing information, tracking the festival’s needs, and communicating important business to the internal and external teams.

The ideal individual is highly organized, detail-oriented, adaptable, and capable of juggling multiple tasks in a fast-paced, dynamic environment.

With the critical thinking skills to execute tasks independently during festival productions. You will be a key part of the team, working closely with other internal and external teams to deliver an unforgettable experience for festival-goers.

KEY RESPONSIBILITIES

• Organize advance operations meetings as requested by the Director and Manager Festival Operations. Take notes during each meeting, highlight action items, and send out recaps.
• Research each festival market to select the best-valued vendors for radios, golf carts, catering, and other assigned services.
• Collaborate with the Festival Operations Manager to create festival advance forms. Send out deadline reminders and work with each department to ensure all operational needs are requested for each festival.
• Oversee the quoting and advancing process for on-site catering and meals for each festival. Send meal guarantees to caterers and communicate any changes or adjustments as necessary.
• Track outside vendor paperwork, including service agreements, COIs, W9s, and invoices, ensuring we have all required documents before each vendor’s arrival on-site.
• Submit department vendor invoices to accounting for payment.
• Organize and manage back-of-house offices for each festival, including runner coordination, expense and receipt tracking, distribution of approved credentials, and inventorying and labeling golf carts and radios.
• Create and distribute master festival schedules, including shipment and delivery tracking, load-in / load-out day sheets, staff travel, lodging, and catering.

Send out festival staff guides and "Know Before You Go" information prior to each festival.

• Manage the ordering of admin / office supplies, site supplies, and signage.
• Coordinate lodging needs with each department, create rooming lists, and send out travel and lodging confirmations prior to each festival.
• Assist the Festival Director in updating emergency action plans and permit applications for each event when assigned.

REQUIREMENTS

• 1-3 years of experience in Event / Project Coordination, or similar field.
• Proficient skills in Microsoft Office and G suite / Google Workspace.
• Strong organizational, project prioritization, and time-management skills
• Self-motivated and growth-oriented with an entrepreneurial spirit
• Positive, kind, can-do attitude
• Strong interpersonal and communication skills, including the ability to collaborate and take direction in support of the company’s goals.
• Actively learn and expand knowledge of festival protocols, industry standards, and team dynamics to contribute to the growth of your role and the company’s operations.
• A passion for music and live events, with a commitment to delivering high-quality experiences.
• Flexibility to work extended hours, including weekends and holidays, as required by the event schedule.
• Ability to adapt to a fast-paced, dynamic environment and handle last-minute changes or challenges.
• Ability to lift and carry up to 25 pounds.
• Willingness to work in various outdoor conditions during festivals.
• Ability to travel 12+ weeks / weekends per year to festival sites and company offices.

PREFERRED QUALIFICATIONS

• Bachelor's degree in event management, arts management, or operations.
• Festival and / or live event operations experience a plus.
• Event Advancing Software, or project management software experience (i.e. Lennd, Asana, Airtable, Monday.com, ect.).

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.