Concerts Coordinator - London, United Kingdom - Royal Philharmonic Orchestra

Royal Philharmonic Orchestra

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The Royal Philharmonic Orchestra is one of the world's leading symphony orchestras with a reputation for excellence. We are seeking a reliable and highly motivated Concerts Coordinator to join the Orchestra's Concert Management Department.

Work closely with the Concerts Manager on the day-to-day logístical planning for all UK concerts and events, including:

Create and compile detailed event requirements to send to venues and external promoters, including technical details such as amplification, lighting, chairs, music stands, catering, backstage and access requirements;
Organise instrument hire requirements and coordinate piano tuning times as necessary; source additional technical equipment from outside providers as required
Work with the RPO's Community & Education department to ensure that the Orchestra's requirements are factored into detailed logístical arrangements for Community and Education concerts or workshops
Organise hotels and travel for the Orchestra on occasions
Update Arts Vision (the Orchestra's diary database) with event information, including details of artists and repertoire, schedules and marketing information
Prepare conductors' schedules and Orchestra memos as required, in consultation with the CM
Collate security and parking lists for all concert venues as required in consultation with the CM and Orchestra Managers
Arrange artist flowers for some RPO Own Promotion concerts within London
Complete PRS returns as required by venues
Raise and forward to Finance, sales invoice requests for promoters which are in line with contracts, and keep the payment schedule uptodate
Process artist and supplier invoices for approval by the CM.

In consultation with the Concerts Manager and Director of Artistic Planning & Partnerships, progress detailed arrangements for engaged artists, including:

Prepare contracts for artists in liaison with the CM and other Concerts Department colleagues
Provide appropriate visa documentation for artists as required, and assist foreign agents with information relating to visas and Foreign Entertainers' tax where necessary
Organise hotels and travel for engaged artists as required
In consultation with the CM, communicate with artists and agents to disseminate detailed logístical information, including schedules, rehearsals and instrument requirements
Liaise with artists and agents regarding ancillary activity around concerts including open rehearsals, education workshops and preconcert talks

Responsible for the project management of some external hires and education projects:

Act as the central point of contact for some external hires and education projects, issue contracts and invoices as required, ensure the Orchestra's requirements are factored into all logístical planning and attend events on the day

Produce the monthly booking schedule and long-term advance schedules:

In consultation with the CM, produce the first draft of the monthly booking and long term schedules, reflect revisions required by the CM, CD and DAPP and format the final schedule for distribution to the Orchestra and all other relevant parties
Produce schedule amendments as required
Upload schedule documents onto the 'RPO Hub' (company Intranet) as required
Update the Orchestra calendar feed with amendments as required

Provide administrative support to the Concerts Manager, Director of Artistic Planning & Partnerships and Concerts Director in all areas of long-term planning:

Input planning information into Arts Vision and ensure that all information relating to the Orchestra's UK work schedule is kept up-to-date
Research and book rehearsal venues and be responsible for giving the venues all orchestral requirements for the date

Provide administrative support to the Orchestra Managers for auditions:

Assist Orchestra Managers with booking of audition venues and accompanists where necessary
Provide administrative support, as required, throughout each audition process for the Orchestra Managers

Other departmental duties as required:

Act as a departmental representative, attending events on the day as required
Assist with the correspondence of the CD, DAPP and CM and answer general enquiries from members of the Orchestra, agents, venues, promoters and general public as required
Participate in staff team activities and training;
Contribute to the overall development of the RPO Concerts Department
Undertake such other duties as may reasonably be required by the Company.

PERSON SPECIFICATION

Essential
The post-holder must be able to demonstrate the following:

Rounded administration experience working within the arts sector for an orchestra, ensemble, agency, promoter or venue
Excellent organisational skills with attention to detail and high level of accuracy
Excellent communication skills and ability to converse with a wide range of stakeholders
Ability to pr