JOB DESCRIPTION Vanguarde Artists is seeking a highly organized and detail-oriented Assistant to support our payments and accounts receivables processing. The ideal candidate will excel in administrative and financial support functions, ensuring accurate, efficient, and timely processing of client payments, accounts receivable, and related documentation. This role requires a proactive problem-solver with exceptional attention to detail and the ability to manage multiple tasks while providing outstanding support to both clients and internal stakeholders.The Coordinator will work in close consultation with the head of accounting and the artist representatives and their support staff. About Vanguarde Artists We''ve grown from a small business into one of the most successful and respected film/television artist representation companies in the country due to our unwavering commitment to client careers, unparalleled market knowledge, and highest standards of professionalism and conduct. We are proud to provide exceptional guidance and consistently produce results for clients and an experience with clients and other stakeholders that inspires referrals and repeated business. We build relationships based on integrity, trust, and mutual respect. This is foundational to us personally and professionally. KEY RESPONSIBILITIES Key Responsibilities 1. Payments & Accounts Receivables Processing : Deal & Contract Tracking : Maintain oversight of client bookings, availabilities, and milestones to facilitate timely payroll onboarding and payment tracking. Receivables Tracking : Extract payment terms from contracts for entry into the payments tracking system, review, and updating as engagements evolve over time. Invoice Generation & Distribution : Prepare and issue invoices to production companies in accordance with contract terms. Payment Tracking : Monitor incoming payments, ensuring accurate and timely recording. Follow up on overdue accounts professionally and persistently. Accounts Reconciliation : Reconcile received payments with client records, production reports, and Vanguardes payment tracking systems. Client Statements : Prepare and distribute detailed, accurate client statements accompanying payment distributions. Payroll Coordination : Collaborate with production payroll teams to onboard new clients and resolve payment discrepancies. 2. Administrative & Documentation Support: Documentation Management : Maintain organized, secure, and up-to-date payment documentation, contracts, invoices, and records. Payroll onboarding : Ensure client documentation is complete, accurate, and up-to-date for onboarding to production payroll. Reporting : Generate and distribute regular reports on accounts receivable, outstanding invoices, and payment trends for internal review. Process Optimization : Identify areas for improvement in payment workflows and suggest system enhancements to improve efficiency. CRM & System Updates : Maintain accurate records in Vanguardes CRM and activity tracking system, ensuring all payment-related interactions are logged correctly. Client Support : Assist clients with administrative needs such as guild/union membership applications, payroll onboarding documents, and royalty form completion (e.g., SACD). 3. Client Communication & Relationship Management: Professional Correspondence : Draft and respond to client and production company inquiries related to payments and accounts receivable in a clear, professional, and timely manner. Payment Status : Provide timely, clear communication to clients regarding payment status, including proactive updates about expected or delayed payments. Payment Explanation : Provide clear, detailed explanations to clients regarding payment amounts, deductions, and statement breakdowns. Proactive Follow-Up : Monitor and follow up on open payment issues to ensure timely resolution while maintaining positive client relationships. 4. Administrative Support: Call Management : manage and maintain calls and call logs, connect calls for team members. Email Management: Handle large volume of professional communication with ability to prioritize messages and translate into action; draft and send responses in a timely, consistent, and professional manner; set response reminders and never let anything drop. Calendar Management: Manage and organize executives calendars, scheduling meetings, appointments, and events according to prescribed conventions. Meeting Coordination: Arrange logistics for in-person and virtual meetings for clients. Follow protocol closely including confirming meeting details with all parties to ensure that things run smoothly. Prepare agendas, take detailed meeting notes, and ensure follow-ups are tracked and completed. Document Management: Maintain and organize documents, files, and records ensuring consistency of directories as well as file names and types. Maintain client materials and information to ensure they are accurate and up-to-date. QUALIFICATIONS Fundamental Requirements Education : An undergraduate degree in business, finance, accounting, or a related field. Experience : Minimum of 2 years of experience in accounts receivable, accounting, or financial administration, preferably in a client-service or entertainment-related environment. Skills : Proficiency in accounting software, Excel/Google Sheets, and CRM systems. Strong attention to detail, exceptional organizational skills, and excellent communication abilities. Attributes: Proactive, high level of discretion and confidentiality, proactive problem-solving abilities, detail-oriented, and a team player. Disposition : Strong client-first mindset, collaborative team player, and eager to learn and improve. Additional Requirements: Ability to be vigilant to urgent correspondence on evenings and weekends. WHAT WE OFFER A dynamic work environment with opportunities for professional growth. The chance to work closely with leading figures in the Canadian Entertainment industry. Vanguarde Artists Management Ltd. is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of age, sex, sexual orientation, race, color, creed, religion, ethnicity, national origin, alienage or citizenship, disability, marital status, military status, pregnancy or any other legally-recognized protected basis under federal, provincial or local laws, regulations or ordinances. Base pay range targeting CA$40,000.00/yr - CA$55,000.00/yr but actual pay will be based on skills and experience. How to Apply: Interested candidates should submit their resume and a cover letter detailing their relevant experience and explaining why they are the ideal candidate for this role. Applications can be sent to
Job Title
Coordinator (Payments)