Music Licensing Coordinator / Bookkeeper

This is a Freelance Job

Hello! I'm looking for support around music clearances and financial operations to support the operational backbone of our music licensing and sync business. This role sits at the intersection of music rights administration, finance, and operations, ensuring that deals are tracked accurately, invoices go out on time, artists are paid correctly, and our financial records stay clean and compliant.

Music Licensing & Rights Administration
• Track all music licenses, deals, and placements (trailers, film/TV, ads, games, promos)
• Maintain accurate records of: License terms (usage, media, territory, term), Fees, options, and buyouts, Publisher/writer splits and ownership
• Coordinate delivery of invoices and license paperwork to clients
• Ensure contracts, deal memos, and agreements are properly executed and archived
• Assist with cue sheets, usage confirmations, and rights documentation
• Support royalty tracking and reporting in coordination with publishers, PROs, and distributors
• Maintain licensing databases (e.g., Disco, spreadsheets, internal trackers)

Bookkeeping & Financial Operations
• Manage day-to-day bookkeeping (QuickBooks or similar)
• Record income, expenses, and project-based revenues accurately
• Issue client invoices and track payments
• Track demo fees, advances, and recoupment
• Prepare artist statements and calculate payouts based on agreed splits
• Process artist, vendor, and contractor payments
• Reconcile bank and credit card statements monthly
• Support monthly and quarterly financial reporting
• Assist with preparation for accountants, tax filings, and audits

Operations & Administrative Support
• Maintain organized digital filing systems for contracts, invoices, and financial records
• Support internal process improvements for licensing and financial workflows
• Serve as a point of contact for licensing-related operational questions
• Coordinate with founders, A&R, business development, and external partners as needed

Qualifications
• 2-5+ years experience in music licensing administration, bookkeeping, or finance
• Strong understanding of: Music rights (master/publishing), Sync licensing workflows, Revenue splits and royalty structures
• Proficiency with bookkeeping software (QuickBooks preferred)
• Strong Excel / Google Sheets skills
• Exceptionally detail-oriented and organized
• Comfortable handling sensitive financial and contractual information
• Ability to work independently and manage multiple projects
• Clear written and verbal communication skills

Nice to Have
• Experience working at a sync agency, label, publisher, or music supervisor office
• Familiarity with PROs, publishers, and distribution platforms
• Experience with Disco, Notion, or similar workflow tools
• Startup or small-team experience
• Passion for music and creative industries