Vip Coordinator, M+E

Circuit of The Americas (COTA) is a 365-entertainment destination for world-class events located in Austin, TX. The sports and entertainment portfolio at COTA is unmatched in the country with Formula 1 US Grand Prix, NASCAR and MotoGP attracting global fans during championship races on the famed Circuit and Live Nation producing over 30 headline concerts every year at the Germania Insurance Amphitheater. 

Job Description:

The VIP Coordinator plays a key role in supporting the tour's VIP guest experiences during concerts at Germania Insurance Amphitheater. This seasonal, part-time position assists with all artist VIP programs, including early entry, hospitality activations, and meet-and-greet operations. VIP Coordinators ensure that VIP guests receive exceptional service and that all program requirements are fulfilled accurately and professionally. This role also serves as the primary liaison for the tour's VIP representative. Coordinators must be available to work at least 75% of scheduled events throughout the season.

Requirements & Essential Functions

• Advance all VIP programs with the tour's VIP representative, confirming timelines, package details, headcounts, deliverables, staffing needs, and onsite requirements
• Greet, check in, wristband, and escort VIP guests according to program needs • Support early-entry and meet-and-greet logistics, including queue management and communication with the tour o Provide elevated guest service, answering questions, offering directions, and resolving issues professionally e Coordinate with FOH Management and Box Office to ensure smooth VIP program flow o Track and document program fulfillment across all required elements
• Set up and break down VIP activation areas (signage, décor, stanchions, amenities, furniture)
•   Obtain all required VIP payment information prior to DOS and provide to the Senior Finance Manager
• Ensure VIP access control, credentialing, and wristband procedures are followed accurately
• Report safety concerns, guest issues, or unusual activity to the FOH Manager or Command Center o Maintain a professional, calm, and guest-focused demeanor in a fast-paced concert environment
• Remain at assigned location unless on a scheduled break or reassigned by leadership

Knowledge, Skills, and Abilities

•   Guest Experience: Provides high-level hospitality and maintains a warm, solutionsoriented approach
• Communication: Communicates clearly with guests, peers, tour personnel, and leadership
• Professionalism: Able to represent the venue in a polished, professional manner
• Attention to Detail: Ensures accuracy in check-in, program fulfillment, and timing ' Adaptability: Comfortable adjusting to changing needs, guest volume, or last-minute tour requests
• Decision-Making: Uses sound judgment to resolve guest concerns or escalate when appropriate
•  Problem-Solving: Able to troubleshoot access issues, wristband concerns, early-entry flow, or equipment
• Collaboration: Works closely with FOH Management, Tour Representatives, Gate Staff, Security and Box Office
• Reliability: Dependable, punctual, and able to work independently with minimal supervision

Required Qualifications

• Part-time, seasonal position (must be available to work at least 75% of scheduled events) 0 3+ years of experience in hospitality, guest services, or events preferred
• Experience supporting VIP programs strongly preferred
• Strong communication and customer service skills
• Availability to work evenings, weekends, and holidays throughout the event season • Must be over 18 years of age

Physical Demands & Work Environment

• Ability to lift and/or move up to 25 pounds Ability to stand and walk for long periods Must be comfortable worlking outdoors in extreme Texas weather — including intense heat, humidity, and direct sun exposure for long durations
• Noise levels may be moderate to loud during events
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions

EQUAL EMPLOYMENT OPPORTUNITY:

COTA strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.