Artist Coordinator

Key accountabilities
Artist and Project Administration
- Maintain various computer diaries of each Artist/Project and finalise details of each booking engagement in ‘Overture’ (diary system)
- Collate and complete/update records of information on dates, venues, fees, times of rehearsals, recording sessions, writing sessions and concerts.
- Co-ordinate and create schedules and itineraries for Artists and Touring Parties.
- Check repertoire details including versions/editions, language, string strengths and instrumentation.
- Decide requirements for work permits and/or visas and make applications where necessary.
- Arrange artists’ national and international travel and accommodation, check final issue of tickets, arrange any necessary local transport, such as collection from airport, transfers between hotel and venue.
- Where necessary handle the digital delivery of musical scores and parts
- Look after guestlists for Artists, Managers and Record Labels

Finances
- Ensure financial information on artist diary system is maintained (including amounts to be charged to promoter for travel and accommodation) and outstanding fee negotiations followed up on a timely basis
- Work with management team to ensure prompt payments of received invoices, and to invoice external parties
- Maintain shifts and changes in Polyarts-specific Project Budgets and assist on budget reconciliation and analysis
- Work with manager and accounts departments to issue fee and commission invoices report on budget reconciliations
- Keep track of and ensure timely payment of artists' fees, and check deductions of tax, social security etc. by promoters.
- Assist artists in completion of tax returns by supplying comprehensive and complete details, liaison with accountants and managing financial spreadsheet of artists
- Process incoming royalty statements and other correspondence relating to incoming monies.