Vibee – Remote Seasonal Part-Time Ticketing Project Coordinator

Job Summary:

WHO ARE YOU?

Do you enjoy live events? Do you excel in fast paced, creative environments? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for music and a love of the live event experience. Is this you? Read on… 

WHO ARE WE?

Vibee builds unforgettable destination experiences for fans around the world. Founded by Live Nation, the world’s leading live entertainment company, and Insomniac, Vibee provides fans the opportunity to immerse themselves in the best music and entertainment events on land and sea. From curated activations to bespoke festival packages, Vibee creates transformative moments in the most sought after destinations.

THE ROLE

We are looking for a dedicated and organized Remote Ticketing Project Coordinator to join our team. This role is crucial in supporting our Ticketing team in its work. The ideal candidate will handle seat assignment and ticket fulfillment for all on and off platform orders, project management, data entry and ensuring accuracy of information on and off platform. This position is remote and handles all online components.

RESPONSIBILITIES

Seat Allocation and Assignment

• Assign reserved and general admission seats for various events, ensuring optimal seat distribution.
• Work across multiple ticket platforms for seat management, allocation, and reporting.
• Coordinate with the Group Order Coordinator to manage ticket and hotel room inventory fulfillment for off-platform orders.
• Collaborate with the Director, Platform and Ticketing to understand seating and hotel inventory requirements and ensure event needs are met.

Project Management

• Oversee the end-to-end seating, ticket, and hotel room inventory fulfillment process, ensuring smooth operations from seat and room allocation to event day.
• Coordinate with cross-functional teams (e.g., Group Order, Customer Service, and Event Management) to ensure timely and accurate seat assignments, ticket, and hotel room inventory fulfillment.
• Track and manage timelines, deliverables, and milestones related to seating, ticketing, and hotel room inventory for each event.
• Manage multiple seating and hotel room inventory projects simultaneously, adjusting plans as needed to accommodate event updates and last-minute changes.
• Proactively identify potential risks or bottlenecks in the seating, ticketing, and hotel room coordination processes and provide actionable solutions.
• Develop and maintain a seating coordination and hotel inventory project calendar, ensuring all tasks are completed on schedule.

Ticket and Hotel Room Inventory Audits & Quality Control

• Conduct regular ticket and hotel room inventory audits to ensure seating arrangements, ticketing, and room allocation data are accurate and up to date.
• Verify ticket and hotel room inventory fulfillment processes comply with event specifications and company policies.
• Perform post-event audits, analyzing seating, ticketing, and hotel room inventory performance to identify areas for improvement.
• Ensure compliance with all safety, regulatory, and company requirements related to seating, ticket, and hotel room fulfillment.

Customer Service

• Supporting the Fan Experience team, address and resolve seating, ticketing, and hotel room inventory issues or conflicts before and during events.
• Assist customers with special seating or hotel room requests, including ADA compliance.
• Provide excellent customer service, enhancing the guest experience.

Ticketing and Hotel Room Inventory System Management

• Maintain and update the ticketing and hotel room inventory systems with accurate and current seating, ticketing, and room allocation information.
• Generate and analyze reports from the ticketing and hotel room inventory systems for event planning, audits, and post-event review.
• Ensure all data is correctly inputted and other related systems, supporting accurate seat, ticket, and hotel room allocation and fulfillment.

Administrative Duties

• Communicate seating, ticketing, and hotel room inventory arrangements, updates, and audit findings to relevant stakeholders.
• Maintain organized records of all seating assignments, ticketing and room allocation changes, and inventory audits.
• Assist in the development and refinement of seating, ticketing, and hotel room inventory policies, procedures, and best practices.
• Participate in team meetings, providing updates on seating coordination, hotel room inventory, project progress, and audits.

Training and Development

• Train and support junior seasonal / contract staff in seating coordination, ticket and hotel room inventory management, project management, and audit tasks.

Continuous Improvement

• Identify and implement process improvements to enhance efficiency, project management, and ticket and hotel room inventory audit operations.
• Incorporate industry best practices to streamline seating coordination, ticket, and hotel room inventory fulfillment procedures.
• Other duties as required.

QUALIFICATIONS

• Proven experience in a similar role, preferably in the entertainment or hospitality industry
• Experience working in Google Suite and Microsoft Office
• Proficiency in Microsoft Excel and Google Sheets
• Ability to quickly and effectively resolve seating-related issues
• Strong organizational and time management skills
• Ability to work independently and manage multiple projects and clients simultaneously
• Professional level of verbal and written communication skills
• Possess a strong work ethic with a high sense of responsibility in an ever-changing environment
• Must be able to handle sensitive matters and exercise excellent judgment
• Team player with the ability to collaborate effectively across departments
• Bachelor’s degree or equivalent experience

WORK ENVIRONMENT

• Must be able to work autonomously and in a team setting
• Must be able to stay organized and on task
• Must be able to tolerate loud noise levels & busy environments on site at our events
• May sit for extended periods of time and work in drastic temperature climates onsite at our events
• Must be willing to work during evening and weekend hours, as required, to meet deadlines 
• Must be willing to travel as required both domestically and abroad, if required
• Must have a current passport and be able to travel worldwide without restriction

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Vibee for a visa.

EQUAL EMPLOYMENT OPPORTUNITY
Vibee strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.

HIRING PRACTICES

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Vibee recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Insomniac may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, Internet recruiting, job fairs, college recruiting and search firms.

Hiring Hourly: $20.00 – $25.00 USD

Please note that the compensation information provided is a good faith estimate for this position only and is provided pursuant to the California Salary Transparency in Job Advertisements Law. It is estimated based on what a successful California applicant might be paid. It assumes that the successful candidate will be in California or perform the position from California. Similar positions located outside of California will not necessarily receive the same compensation. Insomniac Clubs takes into consideration a candidate’s education, training, and experience, as well as the position’s work location, expected quality and quantity of work, required travel (if any), external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. In compliance with the California Law, a potential new employee’s salary history will not be used in compensation decisions.