Artistic Contracts Coordinator

Summary: 

SFJAZZ is looking for a passionate individual to be part of a dynamic Artistic department and Arts Organization. This Artistic Contracts Coordinator will work closely with the Director, Artstic Programming and help create artistic offers for ~400 shows presented and produced by SFJAZZ every year. This role will track all contracts and performance fees for the Artistic Department, ensuring all shows are input into Artifax, coordinating ‘SFJAZZ presents’ with outside parties and cross-functionally with internal teams. The role will act as the administrator for the department and keep the team on track with all administrative paperwork. 

Responsibilities:  

Artistic Programming Duties 

• Assist the Director, Artistic Programming in generating offers through Filemaker database and submitting to agents for all shows in Miner Auditorium, JHL, The Paramount, Herbst Theater, Davies Symphony Hall, and other venues as requested

• Review and track all contracts and submit payment requests for the Artistic department. Prepare and follow through on performance fees for all SFJAZZ concerts

• As necessary, book and negotiate artists for offsite concerts and festivals. Manage and develop budgets for these shows

• Coordinate with other venues and festivals the ‘SFJAZZ presents...’ stages and presentations

• Work with the Artistic team to improve and streamline booking, budgeting and tracking process

• Assist in projects such as the NYE Concert, NEA Week, RAD weeks, special grants, etc., as assigned by the Director, Artistic Programming.

Administrative 

• Act as appointed liaison to Marketing department, ensuring clear communication between teams. Oversees booking sheets, obtaining and maintaining of shared files

• Ensure that contractual obligations for artists’ travel are met, working closely with Logistics Manager on air, hotels and ground transportation, as needed

• Process quarterly California withholding reports and payments

• Creates and maintains Artistic Booking Sheets and Season at a Glance grid in collaboration with the Director

• Manage the visa process (when needed) for international artists

• Other duties as assigned

Qualification: 

• Minimum 3-5 years of experience in the performing arts industry, ideally with a jazz background

• Bachelor’s Degree in related fields

• Strong organizational, written, and verbal skills

• High level of interpersonal skills with demonstrated poise and diplomacy

• Ability to take initiative and problem-solve, work independently and under pressure

• Ability to prioritize, multi-task, and follow-through

• Flexibility in dealing with changes and ambiguities

• Exceptional attention to detail

• Excellent work ethic with a great attitude

• Strong computer skills: proficient in Microsoft Office Suite; working knowledge of FileMaker Pro, Asana and Tessitura or equivalent experience with similar databases

• Understanding of contracts, and experience administering contracts a plus

Working Conditions

SFJAZZ has a hybrid work policy. This position typically requires you to be onsite 2 days per week. Evenings and weekends and extended hours during certain production weeks may be required.