Los Angeles, CA
Job Terms:
DOE + Benefits
Start date:
Posted By:
Jennifer Torrens

Job Description:

Large Media and Entertainment company in Burbank, CA is seeking a Coordinator to join their team. This is a 1-month temporary opportunitity that might extend. 

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. 


  • Request Product numbers, MPM issues, WBS Elements and Alliant account numbers for Recording Projects 
  • Facilitate Vendor Set-ups 
  • Code / Process invoices through PCOE 
  • Create and maintain tracking sheets to track what’s owed to various producers, etc. 
  • Process re-class requests with Accounting 
  • Reach out to respective brand 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 SAG-AFTRA for special experimental rates when applicable 
  • Hire Music Contractors to prepare AFM Conversion 
  • Send conversion reports to Payroll Company for processing 
  • Prepare and route recording budgets with the Director and A&R person for approval 
  • 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 
  • 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 
  • Field royalty research requests 
  • Enter Publishing Advances and Demo Costs into Counterpoint AS400 
  • • Review reports generated from iMaestro to ensure accuracy 
  • • Partner with A&R Coordinator to track song delivery and push to Publishing Administration 
  • • Track Artist publishing contributions to songs for purposes of determining Option Advances 
  • • 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:

  • 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.
  • MUST have strong Excel Skills, including the ability to Filter, Pivot and run VLOOKUP.
  • Must be extremely inquisitive and creative.
  • Music experience or industry experience a HUGE plus.
  • Responsible for keying in invoices, budgets, tracking costs, reporting, DNote data entry, etc.
  • PC use. Outlook, SAP, Word, Excel, DNote, DDOCs, Counterpoint 

Preferred Qualifications: 

  • Need do basic tasks in SAP, Send invites and inquires to new vendors
  • Have a basic background in A&R admin work. 
  • Spreadsheets- Excel for project and task tracking. 
  • Admin heavy job

Client Description:

Why Aquent?

  • Highly competitive salaries: commensurate with experience
  • Insurance: Excellent medical benefits with premiums largely subsidized by Aquent
  • 401k Plan
  • 24-hours Paid Sick Leave in CA
  • Perks & Discounts at leading major retailers