Operations Coordinator in London

The Company

ROAM 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. We thrive on having positive relationships with our partners and promoters across the globe and are music lovers who are dedicated to helping our artists achieve the success they deserve.

The Role

As Operations Co-ordinator, you'll be the connective tissue of ROAM EU — owning the systems, processes, admin and logistical infrastructure that keep the business running smoothly day-to-day. From onboarding and office management to industry conference logistics, you'll handle the internal admin that frees agents and leadership to focus on artists. Working closely with the Director of Operations, you'll maintain key team data, support ROAM's community engagement and DEI activity, and proactively spot opportunities to improve how the team works. It's a varied, fast-paced role suited to someone who's organised, with great communication skills, and thrives on keeping a busy live music business running efficiently.

Reports to: Director of Operations, ROAM EU

Direct and Indirect Reports: None

Purpose:

• Owns the systems, processes and logistical infrastructure that keep ROAM EU running day-to-day
• Acts as the connective tissue of the EU operation, from onboarding and office management to events and data
• Handles the internal administration that frees agents and leadership to focus on artists
• Supports team coordination and ensures the business remains efficient and scalable

Key Accountabilities:

• Accountable for assisting the Director of Operations run the day to day operations of ROAM
• Accountable for the smooth running of day-to-day operational administration, including IT systems, documentation, email and password management, and office logistics
• Accountable for the accuracy and accessibility of key team data and internal resources
• Accountable for the end-to-end coordination of ROAM EU's industry conference attendance and internal team events, including logistics, travel, and budget management
• Accountable for delivering a consistent onboarding and offboarding experience for all ROAM EU team members
• Accountable for financial administration within their remit, including subscriptions, mobile contracts, and procurement, in collaboration with the Management Accountant
• Accountable for supporting ROAM EU's community engagement and DEI activity, working alongside the Director of Operations

Key Responsibilities:

• Organise team attendance and logistics for industry conferences
• Post-event debrief coordination — gathering feedback from attendees and summarising learnings for future planning
• Managing a shared team calendar of all upcoming industry events, key dates, and deadlines
• Supporting international travel logistics including visas, travel insurance, and documentation
• Plan and execute team activities and annual events such as the company retreat
• Organise and manage internal group meeting schedules for Agents, Coordinators, and A&R teams
• Diary management: Internal promoter meeting coordination / group internal meetings / diary management of training
• Manage team IT requirements
• Maintaining a team directory and org chart, keeping them current as the business evolves
• Coordinating office logistics including space planning, hot-desking, and equipment inventory
• Oversee email account and password management systems for security and accessibility
• Maintain organised internal documentation, policies, and operational procedures
• Supporting onboarding process - equipment needs, addition on to platforms, onboarding admin
• Offboarding process — equipment returns, access removal coordination, exit admin

Administration

• Monitor and manage company subscriptions and software licenses for value and usage
• Administer mobile phone contracts, bolt-ons and insurance
• Coordinate charitable activities and community engagement programs that reflect our values
• Work with the Director of Operations on workplace DEI initiatives
• Approving group newsletters / working with ROAM marketing on ROAM newsletter
• Manage collation of team information
• Admin and support for A&R meeting
• Oversee Artist Welcome Packs creation
• Oversee ROAM website

Data and Reporting

• Owning a shared internal resource hub — a single place the team can find up-to-date documents, templates, and guidance
• Building and maintaining a master calendar of ROAM EU key deadlines, milestones, and events
• Cross-department reporting
• Acting as a coordination point between EU and US operations on shared administrative matters
• Supporting the Director of Operations on ad-hoc projects and strategic initiatives as they arise
• Proactively identifying inefficiencies within their own remit and proposing improvements

Key Competencies:

• Interpersonal savvy: Relating openly and comfortably with diverse groups of people
• Organisational savvy: Manoeuvring comfortably through complex policy, process, and people-related organizational dynamics
• Plans and aligns: Planning and prioritizing work to meet commitments aligned with organisational goals
• Situational adaptability: Adapting approach and demeanour in real time to match the shifting demands of different situations
• Communicates effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
• Optimises work processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement

Key Skills, Knowledge & Experience:

• IT Literate
• Knowledge of and skilled at process improvement
• Financially literate
• Experience of managing broad workload with conflicting priorities
• Understands the music industry, particularly live

Key Performance Indicators (KPIs):

• Delivery of events
• Feedback from external stakeholders

Key Interactions:

• Full EU ROAM team
• Integrated Services
• External organisations associated with the role

Decision Rights:

• Approval of expenditure up to a £250 for items within their remit
• Event/conference budgets: manages and tracks spend, flags variances
• Procurement outside threshold — recommends, Director of Operations approves
• Onboarding/offboarding admin and logistics — decides alone
• Access and equipment allocation — decides alone within policy
• Internal documentation, the Brain, templates — owns and decides
• Newsletter/marketing comms — recommends, Director of Operations approves
• No authority to commit ROAM contractually or financially beyond their threshold
• Cross-territory (EU/US) admin coordination — acts as point of contact, escalates decisions