Agency Coordinator

1 week ago

Greater London, United Kingdom FORWARD Artists Full time

Forward Artists seeks an organised, detail-oriented Agency Coordinator to support the day-to-day operations of the Company Director in London. The Agency Coordinator will be key in maintaining smooth communication between artists, clients, and the agency, while managing scheduling, travel logistics, and administrative duties. Key Responsibilities Artist Scheduling & Management Assist the Director in overseeing artists’ schedules, including jobs, travel arrangements, interviews and creative deadlines. Manage the Directors’ calendar, meetings, travel, and expenses. Manage daily and weekly calendar entries, ensuring accuracy of job details, billing information, and job confirmations. Review and distribute daily schedules and call sheets to artists and their teams. Client & Artist Liaison Act as the point of contact between artists and clients for job details, creative direction, travel, and on‑set needs. Coordinate logistics such as catering, location requirements, and other job‑related details. Anticipate and prepare for upcoming photoshoots, editorials, press junkets and related assignments. Travel Coordination Coordinate travel for artists as needed, including flights, hotels, and ground transportation. Generate and share travel itineraries with artists and agents. Collect receipts and log for reimbursement. Administrative & Office Support Manage and maintain internal spreadsheets and records. Research upcoming industry events, press opportunities, red carpets and relevant cultural moments to support planning and artist development. Ensure all documentation and data are accurate, well-structured and up to date. Oversee office upkeep, manage income deliveries and ensure IT equipment and office technology are properly maintained and operational. Liaise with the image department to maintain an archive of artists’ images. Work with the accounting department on questions pertaining to calendar entries and invoices. Execute deal memos, billing and expense management. Profile At least 1 year's experience working in talent management, creative agencies, music, fashion / beauty, film / television, or a related industry. Exceptional organisational skills with strong attention to detail. Excellent written and verbal communication skills. Ability to prioritise and multitask in a fast‑paced environment. Adaptable and confident working in a fast‑paced, creative environment. Proactive problem solver with the ability to anticipate needs before they arise. Proficiency with Excel, Outlook, Word and Google Workspace. Familiarity with scheduling software is a plus. Familiarity with K‑pop or the Korean entertainment industry is a plus. Interest in fashion, beauty, music, or the entertainment industry is a plus. What we offer Opportunity to work closely with top artists, brands, and clients in the fashion, beauty and entertainment industry. A collaborative, creative, and fast‑paced work environment. Professional growth and exposure to talent management and creative production. Weekly team lunches. #J-18808-Ljbffr

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