Tour Coordinator in London

The CompanyROAM Agency is an independent global artist booking agency. Representing over 950 artists globally, with offices in London, New York, Los Angeles, Chicago, Paris and Glasgow, the company arranges artist’s concerts from club to festival headline level worldwide. The roster features many of today’s most acclaimed and culturally impactful performers. ROAM’s clients perform over 10,000 shows annually in iconic venues and appear at leading festivals, accumulating numerous nominations and wins in prestigious awards.

This is an exciting opportunity for a highly organised and motivated Tour Coordinator to join a busy live booking agency. A Tour Coordinator supports their agent by overseeing the logistical, administrative, and financial elements of the artist tour. Acting as the key link between agent, management and promoters to ensure every show and touring period runs smoothly, accurately, and on schedule. We are looking for an individual who is passionate about music and motivated to work in the industry, who is able to work to a high degree of professionalism. Previous assistant experience within the music industry is preferred.

Job Overview

• Reports to: Director of Operations
• Direct and Indirect Reports: None

Purpose

• Coordinates the administrative, logistical, contractual, financial, and promotional activity required to deliver successful tours and live performances for assigned artists.
• Acts as the primary operational support to agents, ensuring accurate information, timely communication, and efficient execution across all stages of the touring lifecycle.

Key Accountabilities

• Accountable for the accurate administration and coordination of all assigned touring activity.
• Accountable for ensuring contracts, deal memos, invoices, settlements, and related documentation are completed accurately and within required deadlines.
• Accountable for maintaining accurate booking, artist, promoter, and financial records across all internal systems.
• Accountable for coordinating tour logistics, compliance requirements, and stakeholder communications to support successful show delivery.
• Accountable for ensuring promoters, managers, and internal stakeholders receive timely and accurate information throughout the booking and touring process.
• Accountable for supporting artists and agents through efficient tour administration and issue resolution.

Key Responsibilities

• Tour Administration & Booking Support
• Maintain accurate booking records within Overture and other internal systems.
• Create and update show records, artist information, promoter details, venue information, and financial records.
• Maintain tour action sheets, roster information, and internal databases.
• Onboarding and offboarding of artists including issuing Terms of Business Contracts & Documentation.
• Prepare deal memos, contracts, amendments, and supporting documentation.
• Track contract execution and proactively chase outstanding agreements when relevant.
• Coordinate legal review and contract approvals where required.
• Distribute finalised agreements to relevant stakeholders.
• Financial Administration
• Generate invoices and maintain accurate payment records.
• Monitor deposits, balances, settlements, and overages.
• Coordinate settlement approvals and raise settlement queries where appropriate.
• Support the accounts team with payment administration and deposit release processes.
• Tax & Compliance
• Coordinate tax documentation, FEU forms, A1 certificates, TAJA documentation, and related compliance requirements.
• Proactively liaise with promoters, management and advisors on reduction of tax and follow up with relevant paperwork.
• Liaise with promoters, management, and advisors to obtain required documentation.
• Visa Coordination
• Coordinate visa and immigration requirements for international touring activity.
• Collect and manage documentation required for visa applications and sponsorship processes.
• Tour Marketing Support
• Coordinate tour announcements, presales, onsales, ticket links, artwork approvals, and promotional schedules where not managed by a dedicated marketing function.
• Monitor marketing activity and escalate inaccuracies or issues.
• Liaise with Tour Marketing department where relevant.
• Ticketing & Settlements
• Collect ticket counts and sales information from promoters.
• Maintain sales tracking reports and identify unusual trends requiring escalation.
• Review settlements and supporting documentation for accuracy.
• Client & Stakeholder Communication
• Respond promptly to enquiries from artists, managers, promoters, venues, and internal teams.
• Maintain strong working relationships with key stakeholders.
• Shows & Industry Events
• Attend shows, events, and industry conferences when required.
• Represent the company professionally at all times.

Key Competencies

• Customer focus
• Communicates effectively
• Plans and aligns
• Ensures accountability
• Action oriented

Key Skills Knowledge & Experience

• Experience within live music, touring, events, entertainment, or a related industry.
• Strong organisational and administration skills.
• Excellent attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong communication and stakeholder management skills.
• Experience using booking systems, spreadsheets, and financial tracking tools.
• Understanding of contracts, touring logistics, settlements, and promoter relationships.
• Strong problem-solving ability and proactive approach.

Key Performance Indicators (KPIs)

• Contracts issued and executed within agreed timelines.
• Deposits, balances, and settlements processed accurately and on time.
• Accurate maintenance of Overture and related systems.
• Timely completion of visa, tax, and compliance requirements.
• Timely collection and distribution of ticket sales.
• Tour Announcements executed accurately and on time.
• Visas and work permits managed and executed within the correct timeline ensuring artist entry to relevant territory.
• Positive feedback from agents, artists, managers, and promoters.
• Minimal administration errors across assigned tours.

Key Interactions

• Agents
• Artists
• Artist Managers
• Promoters
• Venues
• Festivals
• Finance Team
• Legal Team
• Marketing Team
• Brand Team
• Tour Managers

Decision Rights

• Day-to-day administration and coordination of assigned tours - decides alone.
• Escalation of contractual, financial, or operational issues - decides when to escalate.
• Tour communications and information distribution - decides alone.
• Contractual amendments, commercial negotiations, and settlement disputes - escalates to Director of Operations / Agent.