Operation & Logistics Executive

The Operation & Logistics Executive at our company will play a vital role in supporting the smooth operation of our organisation. Reporting to the Artist Manager, the Operation & Logistics Executive will be responsible for assisting with various administrative and operational tasks.

Responsibilities:

Live Show Production Support 

Pre-Production Planning

• Coordinate with Artist Manager to outline all show requirements.
• Assist in securing backline, technical rider fulfilments, sound gear, and hospitality needs.
• Confirm stage setup, soundcheck timings, and logistics with venues.
• Prepare show day checklists and share it with the entire show crew in advance.

Soundcheck & Show Routine

• Execute and monitor the soundcheck routine in coordination with venue tech teams.
• Track all changeovers, stage transitions, and artist-specific requirements.
• Be the on-ground point of contact to ensure the artist’s and crew’s needs are met.

Post-Show Breakdown

• Coordinate crew and transport, and ensure all rented gear is accounted for.
• Collect any outstanding documentation or invoices from the venue/vendor side.

Travel, Transport & Accommodation Coordination

Travel Booking

• Handle all artist and crew bookings including flights and intercity transport.
• Review options based on schedule, budget, and preferences before securing final bookings.

Hotel & Accommodation

• Book hotels or stay options for all travelling personnel as per the project brief.
• Manage early check-in/late check-out requirements, coordinate with hotel staff, and address last-minute accommodation changes.
• Maintain a clear record of confirmation numbers, addresses, and hotel contacts for internal reference.

Local Transport

• Organise airport pickups, venue drops, intercity cabs, and large vehicle transport for equipment or large teams.
• Ensure all local movement is timely, verified, and executed within budget.

Show Day Itinerary Creation

• Draft and circulate detailed Show Day Itineraries to all relevant stakeholders including artists, managers, drivers, and tech crew.

The itinerary will include:

• Time when artists/crew need to reach the airport from their place of origin
• Terminals 
• Flight details: Number, Airline, Timing
• Ground travel details
• Hotel Details
• Departure time for soundcheck
• Soundcheck
• Set Times
• Return
• Ground travel from Hotel to airport and venue

Ensure all individuals are briefed and aligned on timing and movement for a seamless show day.

Artist & Project Support – Pre and Post Production

Pre-Production

• Draft movement schedules, day sheets, and shoot timelines.
• Share these documents with all relevant stakeholders and follow up on time-bound actions.
• Assist with securing permissions, clearances, and ID verifications for travel or shoots.

Post-Production

• Collect all travel, production, and logistic-related invoices.
• Store and organise documentation (receipts, GST bills, etc.) in the shared drives under correct project folders.

P&L Management

Day-to-Day Expense Coordination

• Maintain detailed trackers for all travel, logistics, and production expenses.
• Categorise costs as per project type: Live Shows, Music Videos, Brand Campaigns, Internal Travel, etc.
• Reconcile paid and pending bills with the Accounts Team regularly.

Project P&L Management

• Map all travel and logistics costs to respective project P&L sheets.
• Ensure all bills/ receipts/ invoices are received.
• Ensure all bills/ receipts/ invoices are organized in the drive and linked to their appropriate pnls.
• Ensure that all invoices/ reimbursements are verified and cleared on a timely basis
• Collaborate with the Accounts and Artist Manager to maintain real-time budget awareness and flag overages or discrepancies early.
• Assist in closing project P&Ls post-completion and prepare documentation for any audits.

Communication & Coordination

• Act as the operational liaison between Artist Manager, Creative Team, Production Vendors, Venues, Transport vendors, and Finance.
• Maintain professional and prompt communication across all platforms.
• Be available and responsive during critical moments such as travel days, shoot days, and show dates.
• Flag delays, changes, or challenges proactively and suggest solutions in real time.

Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree is a plus.
• Proven experience in production or operations support role.
• Excellent attention to detail and accuracy in work.
• Proficient computer skills, including experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.