Artist Coordinator

  • Contract
  • London

Polyarts Ltd


  • Job Title: Artist Coordinator
  • Salary: £25k-£30k
  • Hours:
    Full time
  • Role: Admin, Secretarial & PA
  • Contract: Permanent
  • Closing date: Sun, 06 Jul 2025

  • Location:

    London

Job Summary

The primary function of the Artist Coordinator is to support managers in the servicing, coordinating and administration of a fixed roster of artists and projects.  Ensuring exceptional service consistency and personal assistance to always to our clients, internal and external, this person should be

Job Description

The Artist Coordinator shall be responsible for all day-to-day logistics, diary fixing and management of a fixed roster of artists, and take a proactive approach to advancing all contracts, invoices, logistics, scheduling, marketing materials and travel booking.

This role is perfect for someone 1-2 years into their career.

There is space for growth in this small yet dynamic organisation who specialise in contemporary crossover, boundaryless and unique musical artforms.

Relationships

Associate Director Polyarts, Manager Polyarts, CEO Polyarts

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

Job Requirements

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.

Apply now
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