Artist Management Coordinator

This is a Full Time Job

Artist Management Coordinator (Artist Transitions & Administration)

1285 W Pender St Vancouver, BC V6E 4B1

Language in work environment - English

About the Role:

The Artist Management Coordinator (Artist Transitions & Administration) supports the Artist Management (AM) department by ensuring a seamless experience for artists joining or leaving. This role manages key administrative workflows across onboarding, offboarding, crewing, and payroll support while maintaining data accuracy in multiple systems. The Coordinator acts as a critical link between Artist Management, P&O, Training, Systems, Facilities, and Payroll, helping to create a smooth and professional experience for all artists.

Key Responsibilities:

Onboarding Coordination
• Maintain and update onboarding and exit reports used by AM, P&O, Training, Systems, and Facilities.
• Partner with the Head of Artist Management to provide accurate overhead growth forecasts for artist departments.
• Coordinate with Systems to confirm new artists receive required equipment before their start date.
• Work with P&O and Training to ensure new hires are scheduled for all required onboarding sessions on their first day.
• Identify and communicate irregular hire scenarios (e.g., midweek starts, returns from leave) to ensure a smooth process.
• Follow up with all new hires to confirm completion of Compliance Training during their first week.
• Set up initial billing and ensure new hires complete timecards accurately to avoid payroll issues.
• Participate in P&O and Systems onboarding sessions. Works with P&O to update and maintain onboarding to ensure relevant information is covered.
• Continuously look to improve onboarding workflows for efficiency and clarity.

Offboarding Coordination
• Work with facilities to coordinate home equipment pickup with departing artists; ensure logistics are handled prior to exit.
• Confirm with Systems that all returned equipment is accounted for and verified.
• Submit tickets for all leaves, hiatuses, and exits; manage absence requests for all types of leaves.
• Prepare and send exit confirmation and formal letters to departing artists.

Crewing & Administrative Support
• Enter all new hires into employee and crewing databases (CAST) accurately and efficiently.
• Produce and maintain Reduction in Force (RIF) and GAP reports; ensure CAST data remains current and accurate for internal tracking.
• Manage missing timecard reports weekly; work closely with Payroll to resolve discrepancies and ensure timely processing.
• Oversee the rate request tracker; verify accuracy and ensure approvals are processed by AMs, P&O, and the Compensation Manager.
• Generate and distribute various reports for the Head of Artist Management, ensuring data integrity across all administrative systems.

Qualifications:
• 2 years of experience in administrative or HR coordination roles (animation/VFX experience is an asset).
• Previous onboarding experience at a large company is an asset.
• Strong organizational and communication skills, with a high attention to detail and follow-through.
• Proficient in Google Suite, Excel, and internal databases. Easily picks up new systems and ways of working.
• Experience working with cross-functional departments (P&O, Payroll, Systems, Facilities, and Training).
• Ability to manage sensitive information discreetly and professionally.
• Comfortable in a fast-paced environment.

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