Administrator, A&R Administration
Hollywood Records
Burbank, CAThis was removed by the employer on 3/2/2021 12:50:00 PM PST
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Full Time Job
Job Summary:
The Disney Music Group (DMG) includes Walt Disney Records, WDR, (its label imprints Disney Pearl, Disney Sound, and Buena Vista), Hollywood Records, HWR, (its label imprint Mammoth Records), Lyric Street Records and Disney Music Publishing. DMG is a business unit operating under the Disney Media & Entertainment Distribution (DMED) business segment of The Walt Disney Company (TWDC). DMG is responsible for releasing music content created by all divisions of TWDC, including but not limited to Pixar, LucasFilm, MARVEL, ABC, Fox Film and TV Studios, and Disney .
As part of DMG, A&R Administration is a division of Finance, and its top level responsibilities are: establishing Recording Budgets and tracking costs on Recording Projects, forecasting A&R spend for finance, collection of label copy and assets, and ensuring compliance with the AFM and SAG-AFTRA Collective Bargaining Agreements. This includes daily interaction with the following departments: A&R, Business Affairs, Licensing, Music Publishing, Production, Finance, Music Royalties, Labor Relations, Marketing, Promotions and International.
The Administrator's principal role is to manage multiple Recording Projects, tracking Budgets to Actuals while maintaining accurate up-to-date information on each project, and verifying all deliverables prior to releasing final payments. Day-to-day functions include requesting new Project set-ups through in-house systems, handling vendor setups, coding/processing multiple invoices and check requests through SAP and providing customer service to third party vendors, as well as to Internal departments. Additionally, the Administrator will handle conversion payments on Soundtrack Albums, EP's and Singles and Read-Along Titles. Attention to detail and an understanding of the importance of this information are essential, as is a friendly and cooperative manner as representatives of both the department and the Walt Disney Company.
Strong organization skills, flexibility and resourcefulness are also key components of the job, and a general knowledge of the Recording process (i.e., what roles the various parties play) is necessary to facilitate communication and identify potential problems. The person must be a proactive, self-starter, able to think and work independently, manage a high volume of projects, conduct extensive research on a multitude of issues, and able to take direction under a sometimes organic and evolving recording process.
In reporting to the head of the department, the Administrator provides accurate, consistent and quick updates on costs, pending invoices/payments, and any possible overages to approved budgets, as well as double-checking calculations on budgets, reports et al. General administrative duties include phone coverage for the Director, maintaining a clean, neat, organized filing system, and other basic duties as may be necessary to ensure excellent customer service.
Responsibilities:
Cost Tracking / Financial
• Request Product numbers, MPM issues, WBS Elements and Alliant account numbers for Recording Projects
• Facilitate Vendor Set-ups
• Code / Process invoices through SAP
• Utilize Project Builder in SAP for intelligent coding
• Create and maintain tracking sheets to track what's owed to various producers, etc.
• Process re-class requests with Accounting
• Run periodic Cost Detail Reports to compare against Budget
• Advises Manager and/or Director of any overages
Conversion Payments on Soundtracks
• Reach out to respective Disney contacts at other Music Departments to obtain complete list of musicians and singers on recordings
• Collect W-4 and W-9 Forms along with Letters of Indemnification where applicable
• Prepare SAG-AFTRA Conversion Payment reports
• Submit notices to AFM and SAG-AFTRA for special limited/experimental rates when applicable
• Hire Music Contractors to prepare AFM Conversion
• Send conversion reports to Payroll Company for processing
Department specific duties
• Prepare AFM & AFTRA reports as necessary; collect I-9's and W-4's from performers
• Issue Producer and Mixer Declarations where appropriate
• Issue Certificates of Authorship to cover non-royalty bearing third parties
• Communicate Deal terms to Artist Reps along with demand for signed Producer's Declarations to accompany Letters of Direction
• Partner with A&R coordinator to collect masters, have them verified and archived and delivered to Production
• Provides coding on Travel Authorization forms and obtains Director's approval on all travel costs
• Ensure all performers have been paid through pertinent Union by reviewing submitted label copy
• Advise musicians whose membership with the AFM needs to be updated
• File New Artist Signing Reports with SAG-AFTRA within 30 days of signing
• Field royalty research requests in partnership with the Manager
Music Publishing Administration
• Request Publishing Advances/Demo Costs through SAP
• Enter Publishing Advances and Demo Costs into Counterpoint AS400
• Review reports generated from iMaestro to ensure accuracy
Read-Along Titles
• Partner with Production and Disney Publishing Worldwide on the creation of Audio Assets for Read Along Titles; attend monthly conference call to review upcoming titles
• Research rights from talent for voice clip use in the audio
• Initiate payment to talent through Casting Admin or a 3rd Party Payroll company
• Issue COA's to Producers for the work
• Pay Narrators through SAG-AFTRA via Payroll Company
Customer Service
• Fields questions from third party vendors regarding questions about vendor set-up and payments
• Provides back-up to the Director on issuing Cost Detail reports to Internal parties (A&R, Business Affairs, Finance, RPR)
• Handles and distributes checks for vendors, sometimes issuing accompanying cover letters
Administration / Miscellaneous
• Primary phone support for the Director
• Keeps a clean, neat and organized filing systems on all projects
• Arranges for courier service as necessary
• Orders and maintains Product releases on behalf of the department
• Sends CD requests to AFM and SAG-AFTRA
Basic Qualifications:
• Must be highly organized
• Excellent interpersonal skills
• Proactive self-starter
• Proficiency with Microsoft Office Suite
Preferred Qualifications:
• Music industry experience highly preferred
About Disney Music Group:
The music is the soundtrack of our lives – from your favorite hits by popular artists to beloved tunes from films like Mary Poppins and Frozen. Find the music that rocks your world right here at the Disney Music Group (DMG), headquartered in Burbank and home to Hollywood Records, Walt Disney Records, Disney Music Publishing and Disney Concerts. DMG releases film and television soundtracks from the world's biggest entertainment brands, including Disney, Pixar, Marvel, the legendary Star Wars, ABC and Disney Channel, alongside pop, dance, family music and the catalog of classic rock band Queen. DMG is also an innovator in music distribution and live concerts. If music is your passion, come be a part of the team that brings it to ears all over the world.
About The Walt Disney Company:
The Walt Disney Company, together with its subsidiaries and affiliates, is a leading diversified international family entertainment and media enterprise with the following business segments: media networks, parks and resorts, studio en
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