Who We Are
Breakaway Group is a premiere entertainment and music festival multimedia company. We have the largest independent touring music festival in North America, spanning 12 cities over 9 months. With a focus on underserved markets, Breakaway is bringing a premium 2-day EDM/Pop festival experience with an always-changing lineup of top artists to where consumers live, work, and play.
THE ROLE
Breakaway Music Festival is seeking a detail-oriented and highly organized
Operations Coordinator to support the execution of seamless festival operations across all markets. The ideal candidate thrives in a fast-paced environment, embraces a team-first attitude, and is passionate about live events and behind-the-scenes logistics. Based in Nashville, TN and reporting to the Director of Festival Operations, this role will play an integral part in organizing key operational functions, maintaining clear communication across departments, and driving efficiency in pre-production and on-site execution.
As a key member of the Festival Operations team, the Operations Coordinator will help lead the operational advancement process, liaise with vendors and internal teams, and manage important administrative workflows that directly impact the success of each festival.
Requirements
RESPONSIBILITIES:
- Organize advance operations meetings as requested by the Director of Festival Operations. Take notes during each meeting, highlight action items, and send out recaps
- Research each festival market to select the best-valued vendors for radios, catering, and other assigned services
- Collaborate with the Festival Operations Director and Manager to create festival advance forms. Send out deadline reminders and work with each department to ensure all operational needs are requested for each festival
- Oversee the quoting and advancing process for on-site catering and meals for each festival. Send meal guarantees to caterers and communicate any changes or adjustments as necessary.
- Track outside vendor paperwork, including service agreements, COIs, W9s, and invoices, ensuring we have all required documents before each vendor's arrival on-site
- Submit department vendor invoices to accounting for payment, working with Festival Operations Director and Manager to ensure expenses are coded to their correct budgets
- Organize and manage back-of-house offices for each festival, including setting up workspaces, runner coordination, expense and receipt tracking, distribution of approved credentials, and inventorying and labeling radios
- Create and distribute master festival schedules, including shipment and delivery tracking, load-in/load-out day sheets, staff travel, lodging, and catering. Send out festival staff guides and "Know Before You Go" information prior to each festival
- Manage the ordering of admin/office supplies and site supplies for each festival
- Coordinate lodging needs with each department, create rooming lists, and send out travel and lodging confirmations prior to each festival
- Assist the Festival Director in updating emergency action plans and permit applications for each event when assigned
- Employee may be required to perform duties outside of their normal responsibilities from time to time, as needed
QUALIFICATIONS:
- 1-3 years of experience in Event / Project Coordination, or similar field.
- Festival and/or live event operations experience a plus
- Proficient skills in Google Workspace and Microsoft Office
- Strong organizational, project prioritization, and time-management skills
- Self-motivated and growth-oriented with an entrepreneurial spirit
- Positive, kind, can-do attitude
- Strong interpersonal and communication skills, including the ability to collaborate and take direction in support of the company's goals
- Actively learn and expand knowledge of festival protocols, industry standards, and team dynamics to contribute to the growth of your role and the company's operations
PREFERRED QUALIFICATIONS:
- Bachelor's degree in event management, arts management, or operations
- Event Advancing Software experience
Benefits
- Flexible work environment (Monday & Friday - WFH, Tuesday, Wednesday & Thursday - In Office)
- Comprehensive medical, dental, vision insurance
- 401K plan with employer matching
- 15 days PTO + 5 sick days + holidays (all federal + 2.5 days for Thanksgiving + :2 weeks for Winter Holiday)
- Select festival attendance
- Growth opportunities
