Listed 13 Aug 2019

Booking & Touring Assistant

Audiopaxx, Redfern, Sydney
Application Close: 30 Aug 2019

Appendix 1 – Job Description

The Services
This role reports directly to the Audiopaxx directors and works closely with international agents and managers, Audiopaxx agents, and artists.

The primary focus of the role is to manage day-to-day admin tasks for the agency’s international tours and domestic shows. You will also be required to have a strong business focus, attention to detail, and be able to identify gaps and opportunities for the various aspects of the agency.

In order to succeed in this role, you will need to demonstrate:
• excellent organisational skills
• a strong client focus
• the ability to utilise the agency software as efficiently and effectively as possible
• be able to produce documents of a high quality / accuracy for artists and the senior management team

Key important factors of this role are, but are not limited to:
• managing multiple projects
• exceptional written and verbal skills
• an advanced ability for problem solving and meeting deadlines

Organisational focus:
• International touring adimistration
• Domestic bookings administration
• Accounts

Responsible to maintain these budgets:
• Monthly earnings budget for international touring for each respective local Audiopaxx agent.
• After all tour expenses provided to local agent, it is your job to ensure their final P&L is accurate before making any payments to them or international agent so it matches up with Xero, ABOSS, Google Drive, Dropbox, Excel and agent P&Ls and informing management if any difference has occurred.
• Keynote accounting will provide final P&L from Xero & ABOSS which you can cross reference with agent.
• Domestic Artist tour or one off festival performance budgets to determine scope of what the client can invest.

In-Office Responsibilities:
Administrative tasks for the Touring & Booking roster:
• Liaise with Travel Agent(s), Artists, Agents, Management and Promoters regarding logistics on tour planning. This includes all logistics from booking flights, hotels, transfers and any other required logistics.
• Facilitate Australian, New Zealand and Asia visas for artists as required.
• Create contracts and invoices for all performances. You will sometimes be required to send marked up contracts to management for approval prior to countersigning a promoter’s revisions to Audiopaxx templates.
• Manage expenses for all tours by ensuring everything an Agent spends relating to the tour is matched back in Xero and that the Audiopaxx Agent has placed into their touring or booking P&L on google sheets.
• Follow up on all overdue & outstanding invoices / unsigned contracts on a weekly basis using Xero automated, send out the manual follow up. Note: No announcements can be made without contracts signed, invoices paid with remittance sent (cleared into bank) completed along with artwork approved by international agent and/or manager (Audiopaxx logo must be used on all advertising material).
• Send detailed status report to each agent for their individual upcoming tour including contract sent, contract signed, deposit / final payment status (artist does not perform without full payment), artwork sent for approval, artwork approved, visa sent to Immigration, visa approved and itinerary request sent and itinerary finalised (template will be provided for this) with promoters receiving final copy to ensure there are no unwanted surprises.
• Create and deliver itineraries to internationals artists for tour minimum 2 weeks prior to first date commencing. 1 week prior is adequate for Australian artists performing within Australia, but 2 weeks is always ideal.
• Generate mail out for international tours, management releases and monthly newsletter as per request of Audiopaxx local Agent or Manager.
• Sign off on local Agent tour profit and final payment to Artist once tour is complete that all expenses have been added, fees are correct and it all matches up with all invoices being filed away in Dropbox.
• Responsible for all communication once tour or show offer is approved by international or local Artist, Agent or Manager, which includes advancing, visas, artwork approval, itinerary, deposits & final payments (terms per the formal offer sheet or domestic deal memo).
• Develop and update domestic and international artists press kits / riders quarterly for local booking clients or when a tour has been done for the second time and there is risk using old press kit or rider.
• Providing & constantly chasing for artwork, set times and logistical requirements to be sent for approval (always ensuring Audiopaxx logo is on the flyer). Extra info is always required for festivals including comp tickets, running order, stage clashes and billing.
• Ensure artist backline needs and all other rider requirements are met by venue prior to date of show.
• Distribute itinerary for upcoming show or tour to each individual promoter 2 weeks prior ensuring they have flights, accommodation, artist liaison and driver details are correct – also signed off on rider etc. (when requesting itinerary info send out flights).
• Liaise with tax agent, artist, managers and agents to finalise withholding tax for every tour (use text expander to show all tax deductible expenses).

Miscellaneous General Agency Admin
• Provide development and training opportunities for touring intern
• Update internal document processes as agency grows and develops always ensuring the agency processes are tightening and developing
• Itineraries
• Mailers (Mail Chimp & Google Sheets)
• Contracting
• Invoicing
• Keeping track of invoices, contracts, artwork approval, visas, payments to be chased up

Out-of-office responsibilities:
Issues with tour and show emergencies as they arise. The accuracy in the planning of the tour should result in a minimal requirement to deal with issues out of office hours.

Appendix 2 – Information Statement

Job Overview
An Audiopaxx Touring and Booking Assistant liaises with the Artist’s representatives and promoters to handle post show confirmation within the Australasian region. Touring and Booking Assistants are responsible for coordinating performances and appearances for artists, performers, and public figures. Time will be spent handling contracting show deals, invoicing, handling itineraries, visas, artwork approval and other backend tasks.

Domestic Touring Responsibilities
• Contracting and invoicing artists’ shows
• Advancing tours; liaising with promoters and tour agents on logistics such as flights, routing, and artist accommodation
• Compile artist itineraries
• Oversee marketing content (newsletters, press releases, etc.) for promotion of Audiopaxx’s domestic artist shows or tours
• Schedule and monitor social media posts across Facebook, Instagram, and Twitter
• Day-to-day administration of touring accounts, and compiling P&L statements on completed tours
• Artwork Approval with promoters, tour agents and managers
• Database maintenance (add new Promoter contacts to Google Sheets & Mail Chimp)
• Visa for shows outside of Australia and New Zealand for domestic clients touring in Asia

International Touring Responsibilities
• Contracting and invoicing artists’ shows
• Advancing tours; liaising with promoters and tour agents on logistics such as visas, flights, routing, and artist accommodation
• Compile artist itineraries
• Oversee marketing content (newsletters, press releases, etc.) for promotion of Audiopaxx’s touring clients tour, festival and event announcements.
• Schedule and monitor social media posts across Facebook, Instagram, and Twitter
• Day-to-day administration of international touring accounts, and compiling P&L statements on completed tours
• Artwork Approval with promoters, tour agents and managers
• Database maintenance (add new Promoter contacts to Google Sheets & Mail Chimp)
• Visa for international artists performing in Australia and New Zealand

Domestic Touring Responsibilities
• Experience working in the music industry role and/or a relevant music industry degree
• Strong communication skills, both written and verbal
• Highly organised and proficient at expanding relationships across the music industry
• Proficiency in Microsoft Excel and/or Google Sheets is a must
• Experience with Xero, MailChimp, and ABOSS preferably

Questions:

• Have you worked in fast paced environments previously? And how did you manage working in these organisations?
• Is there a time, where you have identified an issue with a process, employee or task. How did you deal with the issue?
• Tell me about your weaknesses?

Apply here