📍 South Africa (Remote) | Full-Time | Event Bookings Coordinator
6-Month Contract | Opportunity to Go Permanent
🕐 Working Hours: 11:00 AM – 7:00 PM BST, Monday–Friday
Designed to provide some overlap with the US-based teams.
Placed by Scaled – connecting exceptional South African talent with world-class global companies
🌎 Help Bring Extraordinary Experiences to Life
Are you highly organised, proactive, and the kind of person who loves building systems, hitting targets, and making sure every detail is taken care of?
We're hiring on behalf of a fast-growing international events and experiences company that creates unforgettable live experiences across multiple global markets.
One of their core experiences involves creating atmospheric, immersive concerts in extraordinary venues around the world. As the business continues to expand internationally, they're looking for a Event Bookings Cooridnator to help identify exciting new venue opportunities, build relationships, secure bookings, and support the successful launch of new shows and markets.
This is a fantastic opportunity for someone who enjoys a blend of research, outreach, relationship-building, administration, bookings, and project coordination.
You'll play an important role behind the scenes, helping turn potential venue opportunities into real-world events while working alongside an ambitious international team.
🎯 The Opportunity
Behind every unforgettable live experience is an incredible amount of planning, organisation, and coordination.
As a Event Bookings Cooridnator you'll help identify and secure venues that meet the business's brand and commercial requirements. You'll conduct targeted outreach, build relationships with venue operators and local stakeholders, maintain accurate booking systems, and ensure every show is properly set up ahead of going on sale.
This is a high-output, process-driven role where organisation, accuracy, consistency, and ownership are critical.
You'll manage multiple venue opportunities and bookings simultaneously, work towards clear targets, and ensure information flows smoothly between venues and internal teams.
You'll also have the opportunity to contribute to process improvements and expansion projects as the business continues to grow into new markets.
If you enjoy owning a system, building relationships, hitting targets, and seeing your work come to life, this could be an excellent opportunity to grow your career within a fast-scaling global events business.
🛠️ What You'll Be Doing
🔎 Venue Sourcing & Outreach
- Conduct high-volume, targeted outreach to venues using approved target location lists and expansion plans.
- Research and identify venues that align with the company's brand, operational, and commercial criteria.
- Use approved AI tools, outreach templates, and brand assets to generate interest and secure venue responses efficiently.
- Build strong relationships with venue operators, managers, and local stakeholders.
- Manage conversations with potential venue partners and proactively follow up on opportunities.
- Maintain accurate records of venue conversations, opportunities, and key information.
📅 Bookings & Diary Management
- Work closely with the Bookings Manager to secure venues and schedule shows in line with business targets.
- Maintain an accurate and highly organised bookings diary.
- Ensure shows are secured within the required lead times to allow them to successfully go on sale.
- Keep master location records complete, accurate, and up to date.
- Track booking progress and proactively follow up on outstanding actions.
- Ensure multiple bookings and deadlines are managed effectively without compromising accuracy.
✅ Confirmation & Processing
- Ensure every venue booking is fully confirmed and properly documented.
- Make sure all required booking and venue information is captured accurately.
- Ensure bookings are financially processed within the required timelines.
- Support the creation and maintenance of accurate event pages across relevant ticketing and social platforms.
- Check that event information is complete and accurate before shows go on sale.
- Identify and resolve administrative issues quickly to keep bookings moving forward.
🤝 Venue Coordination
- Maintain strong relationships with venues throughout the booking lifecycle.
- Liaise with venues to ensure co-hosting and visibility requirements are understood and fulfilled.
- Coordinate relevant venue information and requirements internally.
- Ensure venues have the information they need to support successful events.
- Continue supporting venue relationships through to show day where applicable.
🔄 Internal Handover & Coordination
- Provide timely and accurate handovers of confirmed booking information to internal teams.
- Ensure musicians, staffing, content, and advertising teams receive complete and accurate information.
- Maintain clean internal records that minimise unnecessary follow-up.
- Ensure all relevant stakeholders have visibility of upcoming shows and important booking requirements.
- Help identify potential issues early and communicate them proactively to the wider team.
📊 Reporting & Pipeline Visibility
- Provide regular updates on booking progress, pipeline health, upcoming priorities, and targets.
- Monitor progress against booking and outreach targets.
- Maintain clear visibility across current opportunities, confirmed bookings, and outstanding actions.
- Highlight blockers, risks, and opportunities to the wider team.
- Ensure booking data remains accurate so the team can make informed decisions.
🚀 Expansion & Process Improvement
- Support special projects and initiatives as new opportunities arise.
- Assist with the launch of new locations, markets, and expansion initiatives.
- Identify opportunities to improve existing booking and administrative processes.
- Contribute ideas that increase efficiency, consistency, and scalability.
- Help build systems and processes that can support the business as it continues to grow internationally.
🧠 What We're Looking For
We're looking for someone who is highly organised, commercially aware, proactive, and comfortable operating in a fast-paced environment.
You'll ideally:
- Be highly organised, detail-oriented, and reliable, with a genuine pride in maintaining accurate systems.
- Take ownership of your responsibilities, deadlines, and outcomes.
- Be a natural self-starter who builds momentum without needing to be chased.
- Have strong written and verbal communication skills.
- Feel confident communicating with venues, operators, and external stakeholders.
- Be comfortable conducting high-volume outreach and following up consistently.
- Be process-driven with strong administrative and organisational skills.
- Be capable of managing multiple bookings, conversations, and deadlines simultaneously.
- Have experience in venue sourcing, bookings, events, partnerships, sales, account management, or a similar coordination role.
- Have excellent interpersonal and negotiation skills.
- Be comfortable working with Google Workspace and modern collaboration tools.
- Be comfortable learning and using AI-powered tools to improve productivity and outreach.
- Have strong problem-solving abilities and a solutions-focused mindset.
- Thrive in an environment where priorities can evolve quickly.
- Have a strong eye for detail and understand the importance of accurate information.
⭐ You'll Thrive If You...
- Enjoy working towards clear targets and measurable outcomes.
- Love creating order from complexity.
- Are naturally persistent and don't give up after the first unanswered email.
- Enjoy building relationships and communicating with people externally.
- Take pride in having exceptionally clean and organised systems.
- Can manage repetitive, high-volume tasks while maintaining a high standard of quality.
- Are curious about how processes can be improved and made more efficient.
- Want to take on increasing responsibility as a fast-growing international business scales.
Most importantly, you're someone who takes ownership, builds momentum, pays attention to the details, and gets things done.
💎 Why Join?
- 6-month contract with the opportunity to go permanent.
- Join a fast-growing international events and experiences company.
- Work with a business creating unique, immersive live experiences in extraordinary spaces around the world.
- Play a direct role in securing venues and helping bring new shows and markets to life.
- Work alongside ambitious international teams across multiple global markets.
- Enjoy significant opportunities for personal growth and career progression as the business scales.
- Benefit from a discretionary annual performance bonus.
- Receive 20 days annual leave, plus 8 UK national holidays and additional time off over Christmas.
- Receive an extra day of annual leave for every year of service, up to an additional 3 days.
- Take your birthday off every year.
- Benefit from maternity and paternity leave policies.
- Enjoy complimentary access to live events and experiences for yourself, family, and friends.
- Work remotely from South Africa while contributing to exciting international projects
🌍 Your International Team
You'll work closely with the wider events and bookings team, supporting regional event operations across several major US markets.
You'll collaborate with teams responsible for events, musicians, staffing, content, advertising, and venue partnerships, giving you exposure to multiple areas of a growing international events business.
📅 What is the Process?
1. Apply
Submit your application through the Scaled platform today.
2. Video Profile
If your CV is a strong fit, you'll be invited to complete a short video profile.
Please check your spam folder for the invitation!
3. Meet the Scaled Team
You'll have a quick 15-minute introductory call with one of our team members.
4. Interview with the Client
You'll then have the opportunity to interview directly with the client.
📩 Apply now through Scaled and take the next step in your career.