Association of British Orchestras

Senior Operations & Logistics Coordinator

HarrisonParrott £26,800 - £28,500 dependent on experience Closing date 03 April 2022
Title: Senior Operations & Logistics Coordinator
Reporting to: CEO Polyarts/ Associate Director Polyarts
Salary range: £26,800 - £28,500 dependent on experience
Basis: Full time (35hrs)
Location: London: Somerset House – Hybrid working
Closing date: Sunday 3rd April 2022

Job purpose

Operations role focusing on accurate, timely and detailed planning and delivery of international engagements (concerts, touring, recording and press activities) for a range of artists and projects.

To support the Polyarts’ team in all admin and operational areas, developing the growing roster of multi–genre, multi-faceted artists and orchestral projects (jazz, pop, classical, electro), liaising directly with promoters, and associated professional parties (such as tour managers and press and marketing teams). Always ensuring exceptional service, attention to detail, confidential approach, consistent assistance to the team, anticipating needs, addressing concerns and resolving issues as and when they arise in an autonomous professional, confident and efficient manner.

Your focus will be on contracts, financial systems and logistical aspects of the roster, supporting the team of specialists.

This role will ensure the effective and timely planning, organisation, contracting, budgeting, scheduling and logistical arrangements for a selection of tours and projects.

For the right candidate there will be steady progression in an operations-based career within a small specialist team.

Key accountabilities

Artist & Orchestral project administration
• Maintain the computer diaries 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 (Producers/Artists/Venues).
• Administer repertoire details including versions/editions, language, string strengths and instrumentation, and where necessary digitally handle the delivery of scores and parts.
• Decide requirements for work permits and/or visas and make the applications where necessary.
• Manage, deliver and update detailed requirements for tech riders for each project, including piano, page turner, piano tuning, complimentary tickets, dress requirements, flowers, 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, check-in times, payment schedules, negotiate rates, ensure smooth flowing operations.
• 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.

• For certain artists the coordinator will need to work alongside a tour manager in setting up tours (booking flights/working on profit and loss for engagement budgets).

• Process and monitor the negotiation, issuing and finalisation of engagement contracts and their terms.
• Administer and assist in the administration of contracts which are non-specific to engagements, such as recording, broadcasting and TV contracts, music directorships, publishing and production contracts, assisting the CEO/Associate Director.
• Develop understanding in contracts through experience and become expert in this area within the team

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 (with manager sign off) to ensure correct and complete. Send commission statements to artists and explain accordingly.
• Where necessary, update and deliver on project budgets and reconciliation of said project and engagement budgets.
• Liaise with promoters and HarrisonParrott 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 and other, by promoters/venues.
• Assist artists in completion of tax returns by supplying comprehensive and complete details, liaison with accountants etc.
• Support CEO/Associate Director in working on financial forecasts, commission reports per artist.

Press and PR
• Pro-actively seek out, assess, and present reviews of recordings and performances, obtaining foreign reviews where relevant. Assist in the setting up of interviews and other press articles (including physical and digital media); circulate these to artist, local managers, record company, PR etc.
• Identify and take responsibility for actively ensuring regular and timely updates of artists’ and project pages on Polyarts website in collaboration with the marketing team, including copy for company website news and the weekly news (prepare Webnews updates).
• Social media – support on social media for the roster.
• 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.

• 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.
• Some admin support to the CEO may be necessary from time to time

• The post carries 25 days of paid holiday per year pro rata in addition to statutory bank and public holidays. 5 of these days are to be taken during the office closure period in December.
• After 3 months of continuous employment the post holder will automatically be enrolled into the Company’s Pension Scheme.
• Life assurance: 3 x annual salary.
• Annual ticket allowance for HarrisonParrott artist events.
• Hybrid workplace model.
• Flexible starting and ending times.
• Employee Assistant Programme
• Plus, Somerset House residents’ benefits: 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%

Additional Information
We are an equal opportunity employer and value diversity. We welcome applicants from all backgrounds.
Completed applications are to be sent to before/on the closing day specified and must include a completed application form and equal opportunities form, both found on our website.

Contact details

Annual Conference

The next ABO conference will take place in Bristol,
hosted by Bristol Beacon, from 24-26 January 2024.