Cash Management & Client Payments Coordinator

Requirements

• The ideal candidate will be a team player, problem solver, detail-oriented and effective communicator who excels in a fast-paced work environment.
• At least 1-2 years of general Accounting experience is preferred.
• Entertainment and/or agency experience is a plus.
• Prior experience in a customer service focused role.
• Highly organised with strong attention to detail.
• Excellent communication skills – both verbal and written.
• Proficient in Excel and Outlook.
• Experience or knowledge of NetSuite is preferred.
• Ability to learn and adapt quickly with minimal supervision.

What the job involves

UTA are looking for a Coordinator, Cash Management & Client Payments to join the Accounting team within the Touring division. You will join a fast-paced and dynamic team and will provide you with direct experience with deals that go on within the entertainment industry. Your responsibilities will include, but not be limited to:

• Maintain and regularly update the agency’s cashbook, ensuring the accurate recording of all financial transactions.
• Monitor cash inflows and outflows, ensuring the timely and correct logging of receipts and payments.
• Reconcile daily cashbook transactions with bank statements and internal financial records to ensure consistency.
• Review and approve applied deposits, coordinating with agent teams and the Client Payments team to ensure correct application of payments to respective bookings.
• Act as the primary point of contact for client payment-related matters, including re-allocations, incorrectly sent payments, and other client-specific issues.
• Liaise directly with clients, agents, and banks on banking matters and account-related inquiries.
• Collaborate with counterparts at other companies to ensure funds are received and allocated accurately.
• Oversee the recharging of work permits and other costs incurred by the agency to clients.
• Ensure accurate recording of bank charges and foreign exchange gains/losses.
• Verify correct bank account information for client payments in collaboration with the Client Payments team and Assistants.
• Provide recommendations for process improvements to enhance operational efficiency.
• Communicate effectively with Assistants regarding payments, tax documentation, and related matters.
• Assist Agent Assistants with accounting-related inquiries or issues.
• Post and maintain accounting documents in the cloud, ensuring accurate and secure record-keeping.
• Handle ad-hoc projects as required, demonstrating flexibility and initiative.
• Provide coverage for colleagues during absences to ensure continuity of operations.
• Reconcile artist account balances against show balances in NetSuite to ensure accurate and timely generation of artist payouts.
• Prepare detailed artist statements and coordinate with agents for approval.
• Communicate with Artist Managers to confirm approval of artist statements and resolve related inquiries.
• Collaborate with agent teams to facilitate the settlement of ongoing open bookings with clients.
• Provide accurate tour summaries to support the Artist’s team in fully accounting for the Artist’s income.
• Manage daily mail-outs of final artist statements, ensuring clear confirmation of funds remitted to artists or funds owed to the agency.
• Track Artist Foreign Entertainer Unit (FEU) compliance, ensuring applicable charges are recorded and required documentation is completed for quarterly FEU returns.
• Build and maintain strong working relationships with Artists, Managers, and Accountants.
• Follow up on deposits and balance payments with promoters, ensuring timely resolution of outstanding amounts.
• Prepare buyer refunds, verifying all required documentation and confirming banking information through telephone verification.
• Review month-end and year-end reports, providing detailed analysis as needed to support decision-making.
• Deliver exceptional customer service to agents and other stakeholders, addressing their needs with professionalism and accuracy.
• Take ownership of ad-hoc projects, demonstrating flexibility, initiative, and problem-solving skills.