Artist Logistics Coordinator

Artistic Logistic Coordinator

SFJAZZ is seeking a personable and experienced Artistic Logistic Coordinator to join our Artistic team! The Artistic Logistic Coordinator is a key representative of SFJAZZ with a core responsibility of driving SFJAZZ and SFJAZZ-leased vehicles to transport artists for performances and events. In addition to transportation, this position will also coordinate travel logistics, hotel accommodations, merchandise, hospitality, and administrative support for the Artistic Logistic department.

The position supports performances at the SFJAZZ Center, Miner Auditorium, Joe Henderson Lab (JHL), and offsite venues.

Essential Duties and Responsibilities:

• Serve as a welcoming and professional ambassador for SFJAZZ by creating a warm, artist-centered environment.
• Drive and transport artists to and from airports, hotels, venues, and other designated locations for SFJAZZ performances and events.
• Coordinate and advance artist logistics, including:
• Ground transportation
• Hotel accommodations
• Merchandise
• Catering and hospitality needs
• Communicate directly with artist management to confirm and finalize logistics details.
• Generate and distribute detailed logistics sheets internally and externally once advances are completed.
• Provide day-of-show transportation, including responding to schedule changes, flight delays/cancellations, and hotel updates.
• Maintain and update the SFJAZZ artist database with contact information, hotel preferences, and artist notes.
• Act as department lead during weekends and in the absence of the Senior Manager, Artistic Logistics.
• Secure hotel room blocks with partner hotels for contracted artists as needed.
• Collaborate professionally with departments across the organization, including Operations, Production, Artistic, Education, Development, and Executive teams.
• Perform additional duties as assigned.

Requirements:

• 2–3 years of experience in customer service, hospitality, travel coordination, logistics, or related field.
• Experience operating large vehicles and/or 15 passenger vans.
• Valid driver's license and clean DMV driving record required.
• Ability to lift and move up to 50 pounds.
• Ability to stand for extended periods and work long hours during peak events and performances.
• Ability to communicate effectively both verbally and in writing.

Qualifications:

• Experience coordinating travel accommodations and transportation logistics.
• Experience working with high-profile personalities, clients, and/or artists preferred.
• Excellent verbal communication, interpersonal, and customer service skills.
• Strong organizational skills with exceptional attention to detail.
• Resourceful, proactive, and able to work independently while managing multiple priorities.
• Ability to remain calm under pressure and communicate effectively in fast-paced environments.
• Collaborative team player with a professional and positive work style.
• Proficiency with Microsoft 365 products.
• Ability to interact professionally with a wide range of personalities and stakeholders.

Working Conditions

SFJAZZ has a hybrid work policy. The work schedule requires regular availability on evenings and weekends, with varied needs for daytime availability. The typical work week will be Wednesday through Sunday. This position is required to be onsite for a minimum of 4 days per week. Physical requirements include the ability to safely navigate stairs, standing for extended periods, working in low-light or darkened performance environments, lifting and moving up to 50 pounds.