Entertainment Install Coordinator (Traveling Position)

OVERVIEW

We are seeking an organized, proactive Entertainment Install Coordinator to support our traveling installation teams during the build-out and opening phases of new Level99 venues. Reporting to the Director of Install, this role works day-to-day under the direction of the Install Team Manager on-site during active projects and serves as the administrative and logistical backbone of the installation operation-keeping people, materials, schedules, and communications running smoothly so the team can stay focused on the work.

This is a detail-oriented support role in fast-moving, high-stakes environments (new venue openings with tight deadlines, overlapping trades, and constant changes). The Entertainment Install Coordinator will work closely with the Install Team Manager, Director of Install, installers, artists, vendors, and suppliers to ensure every logistical detail is handled before it becomes a problem. Organization, clear communication, follow-through, and calm under pressure are non-negotiable.

RESPONSIBILITIES

• Handle all team travel logistics, including bookings and itinerary adjustments.
• Manage equipment shipping and receiving; track deliveries and resolve discrepancies.
• Support on-site artists by coordinating schedules and resources.
• Liaise with vendors and site contacts regarding delivery and access updates.
• Maintain project documentation, including shipping logs, receipts, and activity notes.
• Track team expenses and submit budget reports.
• Monitor progress and schedules; flag and help resolve bottlenecks.
• Organize staging areas and manage tool inventory check-ins.
• Assist with onboarding logistics for new on-site team members.
• Distribute status reports and travel updates to management.
• Provide hands-on support to the installation crew as needed.
• Execute other duties to ensure successful venue openings.

MUST-HAVE SKILLS

• Experience in project coordination, logistics, or operations support, ideally in entertainment, construction, or hospitality.
• Exceptional organizational skills to manage complex details and maintain precise records.
• Professional verbal and written communication for effective stakeholder coordination.
• Proficiency in booking and managing flexible team travel logistics.
• Competence in shipping/receiving, inventory tracking, and logistical documentation.
• Skilled in Google Suite, Microsoft Office, and expense reporting tools.
• Detail-oriented with a strong commitment to checklist execution and follow-through.
• Resilient and resourceful when managing last-minute changes in chaotic environments.
• Available for extensive travel (200+ days/year) and irregular hours, including weekends.
• Physically able to lift 50 lbs and work in active construction venues.

OTHER DESIRABLE (BUT NOT NECESSARY) SKILLS & EXPERIENCE INCLUDE

• Field experience in installation, construction, or entertainment production.
• Proficiency with project management software (Wrike, Jira, etc.).
• Experience coordinating creative professionals in production settings.
• Knowledge of construction safety and site protocols.
• 3+ years in a related installation or technical role.
• On-the-job training and team leadership skills.
• Proficiency with hand and power tools.
• Familiarity with mounting hardware for wood, metal, and concrete.
• Direct experience working on active construction sites.
• Basic electrical troubleshooting and knowledge.
• Troubleshooting skills for PCs, networks, and micro-controllers.
• Forklift and scissor lift operation experience.