Vibee - Property Partnerships Coordinator

Job Summary:

WHO ARE YOU?

Do you enjoy live events? Do you excel in fast paced, creative environments? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for music and a love of the live event experience. Is this you? Read on…

WHO ARE WE?

Vibee builds unforgettable destination experiences for fans around the world. Founded by Live Nation, the world’s leading live entertainment company, and Insomniac, Vibee provides fans the opportunity to immerse themselves in the best music and entertainment events on land and sea. From curated activations to bespoke festival packages, Vibee creates transformative moments in the most sought-after destinations.

THE ROLE

Vibee is seeking a highly motivated and proactive Property Partnerships Coordinator.  This detail-oriented position will support the Properties team in managing group rooming lists with tasks to include - building, auditing for accuracy, delegate and reconciliation review of hotel rooming lists for guest reservations booked through Vibee’s proprietary platform. In this cross-functional role, you will support the aggregation of data points and financial reports, engage with accounts payables and receivables for the department, collaborate with business operations to create efficiencies, amongst other related tasks. As a member of the Property Partnerships team, this role will also play an important part in managing hotel and venue relationships with hotel operations on a global scale and managing a team for onsite operations for check-in/out days where you will also be required to be. This position is hybrid in office, work from home and on site at various event locations. This position reports to the VP, Property Partnerships. This position must be based in Las Vegas, NV.

RESPONSIBILITIES

• Work with Property Partnerships team to create rooming lists and manage delegate lists
• Audit rooming lists for accuracy and reconciliations
• Identify and address discrepancies, with the goal to resolve variances yourself
• Support internal teams with invoice processing, accounts payable and receivable
• Responsible for on-site check-in/out operations which will include working with internal departments to manage a team. You will be required to be on-property as well. Work with Elevated Experience team to facilitate event advances and logistics
• Assist in the preparation of monthly, quarterly and annual reports, including financial
• Undertake other related duties as requested by Vice President of Property Partnerships
• Work with our internal project management system (Asana) in coordination with the related department; updates stakeholders and team members to ensure projects are running smoothly and risks are mitigated
• Assist with maintaining day-to-day flow of projects, document changes, and revisions to projects as required
• Provide general administrative support and perform diversified administration duties
• During busy event times, duties will expand
• Responsible for analyzing group room pick-up, attrition terms, cut-off dates and communicating this information to leadership in a professional and courteous manner
• Other duties as required

QUALIFICATIONS

• High School Diploma or equivalent and a Bachelor’s degree is considered a bonus
• 2+ years of experience in hospitality, live events, or customer service industry
• Must possess moderate to advanced skills in the following programs and software, including, but not limited to, Microsoft Office Applications (Word, Excel, Outlook) Google Applications (Sheets, Slides), Box, Internet search and multi-property management systems (certification in Excel would be considered an asset)
• Excellent written, verbal, and presentation skills; able to communicate effectively with employees at all levels
• Critical thinking skills with a creative approach to problem solving
• Demonstrated ability to work independently and adapt to changes in a rapidly evolving environment
• Strong ability to manage many projects simultaneously
• Flexible and reliable team player both with the department and within the organization as a whole
• Must be an active problem solver, instilled with a sense of urgency for projects large and small
• Ability to work evenings & weekends as required

WORK ENVIRONMENT

• Must be able to tolerate loud noise levels & busy environments on site at our events
• May sit for extended periods of time and work in drastic temperature climates onsite at our events
• Must be willing to work during evening and weekend hours, as required, to meet deadlines
• Must be willing to travel as required both domestically and abroad, if required
• Must have a current passport and be able to travel worldwide without restriction

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Vibee for a visa.

EQUAL EMPLOYMENT OPPORTUNITY 

We aspire to build teams that reflect and support the fans and artists we serve. Every day we aim to promote environments where everyone can be themselves, contribute fully, and thrive within our company and at our events. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. 

Insomniac strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, intersectionality, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation. 

We will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance and the California Fair Chance Act and consistent with other similar and / or applicable laws in other areas.

We also afford equal employment opportunities to qualified individuals with a disability. For this reason, Insomniac will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance with applicable local, state and / or federal law. As part of its commitment to make reasonable accommodations, Insomniac also wishes to participate in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations. Applicants are invited to identify reasonable accommodations that can be made to assist them to perform the essential functions of the position they seek. Any applicant who requires an accommodation in order to perform the essential functions of the job should contact a Human Resources Representative to request the opportunity to participate in a timely interactive process.  Insomniac will also provide reasonable religious accommodations on a case-by-case basis.

Hourly Pay Range: $20.00 - $22.00 USD

HIRING PRACTICES

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Insomniac recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Insomniac may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms.

Please note that the compensation information provided is a good faith estimate for this position only and is provided pursuant to the California Salary Transparency in Job Advertisements Law. It is estimated based on what a successful California applicant might be paid. It assumes that the successful candidate will be in California or perform the position from California. Similar positions located outside of California will not necessarily receive the same compensation. Insomniac takes into consideration a candidate’s education, training, and experience, as well as the position’s work location, expected quality and quantity of work, required travel (if any), external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. In compliance with the California Law, a potential new employee’s salary history will not be used in compensation decisions.