Administrator - Operations Team

You will be a 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 web site 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.
  
  25 days of paid holiday per year (pro-rated) in addition to statutory bank and public holidays. 5 of these days are to be taken during the office closure period in December. Increasing to 28 days after 5 year's service.
• 1 moving day per year.
• Company Pension Scheme.
• Annual ticket allowance for Polyarts and HarrisonParrott artist events.
• Flexible working, starting and ending times.
• Employee Assistant Programme.
• 24/7 GP consultations / second medical opinion.
• Study support and leave.
• I love Covent Garden Card.
• Northbank Privilege Card.
• Corporate rate at Waldorf Fitness First.
• Community membership rates at King's College Gyms.
• Covent Garden Physio - Introductory rate. 10% off.