Administrator – Operations Team

You will be an effective and efficient administrator able to ensure accurate, timely and detailed planning and delivery of international engagements (concerts, touring and recording activities) for a select number of HarrisonParrott artists (Conductors and Instrumentalists).

You will have skills from working in administration from backgrounds such as hospitality, being a PA, operations, travel and tourism.

Key accountabilities

Artist administration:

• Maintain the computer diary of each artist and finalise details of each engagement.
• Collate and complete/update recording of information on dates, venues, fees, times of rehearsals and concerts.
• Co-ordinate rehearsal orders, call times, meetings with conductors.
• Check repertoire details including versions/editions, language, string strengths and instrumentation.
• Decide requirements for work permits and/or visas and make applications where necessary.
• Decide detailed requirements for piano, page turner, piano tuning, complimentary tickets, dress requirements, interviews/press activities etc necessary to the engagement and make suitable arrangements.
• 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.
• Finalise all details relating to the timing and running order of each engagement and provide final detailed schedule (including travel/accommodation information as relevant) to the artist.

Contracts:

• Check contract terms, ensure fee negotiations are finalised, process and manage the issuing and finalisation of contracts.
• Assist in the administration of contracts which are non-specific to engagements, such as recording and TV contracts, music directorships.

Financial administration:

• 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.
• Review promoter invoices and monthly commission statements to ensure correct and complete.
• Liaise with promoters and HP accounts department regarding Social Security payments, tax waivers and withholding tax arrangements.
• Process incoming royalty statements and other correspondence relating to incoming monies.
• 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 etc.

Press and PR:

• Assess and present reviews of recordings and performances, obtaining foreign reviews where relevant. Identify and submit to the Marketing team copy for company website news, including the weekly news.
• Maintain (as directed) biographies, discographies, and repertoire lists, ensure updated on website and otherwise distributed as required and reproduced accurately by promoters.
• Maintain files containing artists' photographs and other press material.
• Order promotional recordings and distribute as required. Generally, assist in preparation and distribution of sales material.

General:

• Assist in maintaining relationship with artist, including attending rehearsals and performances as required and through regular written and telephone communication with artist.
• Collate and formulate reports and schedules for record companies etc.