Client Payments Coordinator -Artist Management

Handle Recruitment • TRAFFIC • London, Not Specified, United Kingdom • 19h ago

Do you have client servicing and payments experience? Are you immediately available? Are you looking for an exciting project? Then this role is for you!

I am looking for an experienced client payment coordinator to join a global talent agency initially for 3 months.

You will join a fast-paced and dynamic team and will provide you with direct experience with deals that go on within the entertainment industry. The ideal candidate will be a team player, problem solver, detail-orientated and effective communicator and will excel in a fast-paced work environment. You will also have the opportunity to support the wider Touring division when required.

What You'll Do:

Cash Management Responsibilities:

Maintain and regularly update the agency's cashbook, ensuring the accurate recording of all financial transactions.
Monitor cash inflows and outflows, ensuring the timely and correct logging of receipts and payments.
Reconcile daily cashbook transactions with bank statements and internal financial records to ensure consistency.
Review and approve applied deposits, coordinating with agent teams and the Client Payments team to ensure correct application of payments to respective bookings.
Act as the primary point of contact for client payment-related matters, including re-allocations, incorrectly sent payments, and other client-specific issues.
Liaise directly with clients, agents, and banks on banking matters and account-related inquiries.
Collaborate with counterparts at other companies to ensure funds are received and allocated accurately.
Oversee the recharging of work permits and other costs incurred by the agency to clients.
Ensure accurate recording of bank charges and foreign exchange gains/losses.
Verify correct bank account information for client payments in collaboration with the Client Payments team and Assistants.
Provide recommendations for process improvements to enhance operational efficiency.
Communicate effectively with Assistants regarding payments, tax documentation, and related matters.
Assist Agent Assistants with accounting-related inquiries or issues.
Post and maintain accounting documents in the cloud, ensuring accurate and secure record-keeping.
Handle ad-hoc projects as required, demonstrating flexibility and initiative.
Provide coverage for colleagues during absences to ensure continuity of operations.

Client Payments Responsibilities:

Reconcile artist account balances against show balances in NetSuite to ensure accurate and timely generation of artist payouts.
Prepare detailed artist statements and coordinate with agents for approval.
Communicate with Artist Managers to confirm approval of artist statements and resolve related inquiries.
Collaborate with agent teams to facilitate the settlement of ongoing open bookings with clients.
Provide accurate tour summaries to support the Artist's team in fully accounting for the Artist's income.
Manage daily mail-outs of final artist statements, ensuring clear confirmation of funds remitted to artists or funds owed to the agency.
Track Artist Foreign Entertainer Unit (FEU) compliance, ensuring applicable charges are recorded and required documentation is completed for quarterly FEU returns.
Build and maintain strong working relationships with Artists, Managers, and Accountants.
Follow up on deposits and balance payments with promoters, ensuring timely resolution of outstanding amounts.
Prepare buyer refunds, verifying all required documentation and confirming banking information through telephone verification.
Review month-end and year-end reports, providing detailed analysis as needed to support decision-making.
Deliver exceptional customer service to agents and other stakeholders, addressing their needs with professionalism and accuracy.
Take ownership of ad-hoc projects, demonstrating flexibility, initiative, and problem-solving skills.

What You'll Need:

At least 1-2 year of general Accounting experience is preferred.
Entertainment and/or agency experience a plus.
Prior experience in a customer service focused role.
Highly organised with strong attention to detail.
Excellent communication skills - both verbal and written.
Proficient in Excel and Outlook.
Experience or knowledge of NetSuite is preferred.
Ability to learn and adapt quickly with minimal supervision.

Please note this role is a temporary role for 3 months with an ASAP start needed. This role is not a hybrid role and will be full time office based.

Handle Recruitment is acting as an Employment Business in relation to this vacancy.

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