Logistics & Advancing Co-ordinator [part-time]

(Part-Time, 21 Hours per Week)

Location:

Edinburgh, Scotland
Hybrid: 2 days per week office-based + 1 day remote
Office is based in Edinburgh City Centre w/ parking.

About Us:

We are an established dance music promoter based in Edinburgh, producing large-scale festivals, events and concerts across Scotland and beyond. We work with some of the world's leading artists, DJs, promoters and production teams to deliver good music for good people in great locations.

We’re currently looking for a highly organised and pro-active Logistics & Advancing Co-ordinator to join our small and dynamic team. This role is ideal for someone who thrives in a fast-paced, creative environment and enjoys turning ideas into a smoothly operated reality.

Role Overview:

As Logistics & Advancing Co-ordinator you will be responsible for supporting the operational delivery of our events. This will span from artist contracting and travel logistics to advancing technical and hospitality requirements at our events. You will act as the key link between promoter, agent, venue, suppliers, and on-site teams to ensure all details are confirmed, communicated, and executed to a high standard.

Key Responsibilities:

Artist & Talent Management

- Draft and issue artist contracts and deal memos.

- Liaise with agents and artist management to confirm logistics, hospitality riders, travel, and accommodation.

- Prepare and distribute artist itineraries and accreditation lists.

Event Advancing

- Gather, track, and update all technical, production, and hospitality information ahead of each event.

- Co-ordinate delivery of artist and crew requirements with production managers, venues, and suppliers.

- Ensure all details are accurate and shared across relevant teams in good time.

Logistics & Operations

- Book and manage travel, accommodation, and local transport for artists and staff.

- Support scheduling, crew call times, and backstage operations.

- Maintain databases of suppliers, contacts, and event documentation.

Administration & Financials

- Process purchase orders, invoices, and expense claims.

- Track budgets and assist with cost reconciliation post-event.

- Keep contract and insurance records up to date.

Essential Skills & Experience:

- Strong organisational and administrative skills with attention to detail.

- Experience in live event, touring, or festival logistics (music industry preferred).

- Confident communicator, able to liaise professionally with artists, agents, and suppliers.

- Excellent written English and contract management awareness.

- Proficiency with Microsoft Office / Google Workspace; familiarity with project management tools (e.g. Airtable, Trello) a plus.

- Calm under pressure and able to manage multiple events simultaneously.

- A positive, can-do attitude and enthusiasm for dance music and live events.

Hours & Working Pattern:

- 21 hours per week

- 2 days per week in the Edinburgh office

- 7 hours remote / flexible working across the week

- Some evening or weekend work may be required during event periods (with time off in lieu).

Contract & Pay:

- Part-time employee or freelance agreement (depending on experience)

- Salary: £26,500 - £28,500 [pro-rata]

‍How to Apply:

Please send your CV and a short cover letter explaining your relevant experience and why you’d be a great fit for this role to Events@watchtowerlive.co.uk

Applications will be reviewed on a rolling basis.

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