Operations Coordinator

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, including Amyl & The Sniffers, Andrew Bird, BADBADNOTGOOD, Big Thief, Black Pumas, Car Seat Headrest, Cory Wong, Faye Webster, Fontaines D.C., Good Neighbours, Goose, Glen Hansard, Jungle, Khruangbin, Japanese Breakfast, Mac DeMarco, Metronomy, Mk.gee, Mt. Joy, Nick Cave & The Bad Seeds, PJ Harvey, Royel Otis, Sufjan Stevens, The Lumineers, and more. ROAM’s clients perform over 10,000 shows annually in iconic venues such as Madison Square Garden, O2 Arena, Hollywood Bowl, Royal Albert Hall, and Radio City Music Hall, and appear at leading festivals including Glastonbury, Bonnaroo, Primavera, Coachella, and Roskilde. 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: Events & Conferences Organise team attendance and logistics for industry conferences including SXSW, The Great Escape (TGE), and IFF. 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 (including running the budget for) 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 such as All tickets counts / internal & external support docs / festival master sheet / Ticket comparison sheet Admin and support for A&R meeting Oversee Artist Welcome Packs creation Oversee ROAM website Data and Reporting Owning a shared internal resource hub (the Brain) — 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: 1. Interpersonal savvy Relating openly and comfortably with diverse groups of people Relates comfortably with people across levels, functions, culture, and geography Acts with diplomacy and tact Builds rapport in an open, friendly, and accepting way Builds constructive relationships with people both similar and different to self Picks up on interpersonal and group dynamics 2. Organisational savvy Manoeuvring comfortably through complex policy, process, and people-related organizational dynamics Is sensitive to how people and organization function Anticipates land mines and plans approach accordingly Deals comfortably with organizational politics Knows who has power, respect, and influence Steers through the organisational maze to get things done 3. Plans and aligns Planning and prioritizing work to meet commitments aligned with organisational goals Sets objectives to align with broader organizational goals Breaks down objectives into appropriate initiatives and actions Stages activities with relevant milestones and schedules Anticipates and adjusts effective contingency plans 4. Situational adaptability Adapting approach and demeanour in real time to match the shifting demands of different situations Picks up on situational cues and adjusts in the moment Readily adapts personal, interpersonal, and leadership behaviour Understands that different situations may call for different approaches Can act differently depending on the circumstances 5. Communicates effectively Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences Is effective in a variety of communication settings: one-on-one, small and large groups, or among diverse styles and position levels Attentively listens to others Adjusts to fit the audience and the message Provides timely and helpful information to others across the organization Encourages the open expression of diverse ideas and opinions 6. Optimises work processes Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement Identifies and creates the processes necessary to get work done Separates and combines activities into efficient workflow Designs processes and procedures that allow managing from a distance 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 (subscriptions, office supplies, mobile contracts, team activities) — decides alone Event/conference budgets: manages and tracks spend, flags variances — accountable for execution, escalates sign-off to Director of Operations 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