Client Services Coordinator

Title: Client Services Coordinator

Status:  Full-time

Hours: 40/week, Monday - Friday, 9 am-6 pm

Location:  Chicago, IL

Reports to: Numero Group Director of Client Services

Company Summary: The Numero Group is an archival record label that curates compilations, reissues original albums, and creates album reconstructions from a variety of musical genres. Their products include deeply researched, expertly resuscitated, and lavishly packaged box sets, playlists, and ephemera of historic music from the 1950s-1990s. Founded in Chicago in 2003 by Rob Sevier and Ken Shipley, for nearly 20 years, Numero has committed to unearthing precious lost sounds for new audiences, with an unparalleled ear for potential and spirited eye for detail. 

With hundreds of titles in our diverse catalog of LPs, CDs, cassettes, 45s, 12-inch singles, and playlists, each Numero production illuminates the often herculean efforts of individuals who sang, played, recorded, and peddled their art to little fanfare in its day. Through intense research and wild ideas, these songs find new life in streaming, lovingly packaged media, and placement in film and television. By self-imposed law, everything assembled by Numero is a stunning new artifact of sound, image, and word. 

Position Summary: Numero Group is seeking a Client Services Coordinator. The Client Services department handles all communication between Numero Group and the artists and stakeholders we work with, and artists and stakeholders we will potentially work with. This position entails answering and directing emails and phone calls from clients about a wide range of topics, working with clients to provide the needed information for taxes and royalty payments, filing contracts and metadata into our database systems, creating new and updating existing client information in our database, submitting expense reimbursement forms and general problem solving and handling the ad hoc administrative needs of the A&R and Client Services team. 

The role is responsible for a variety of evolving tasks and responsibilities, including but not limited to those mentioned above and further outlined below. This position requires strong computer skills, flexibility, excellent interpersonal skills,and the ability to work well with all levels of internal management and staff, as well as third-party clients and artists. The ideal candidate will be a skilled, compassionate communicator experienced working with many different types and styles of people, an aptitude for spreadsheets, and an extra strong eye for detail. The ability to proactively stay on top of tasks, organize their work, and consistently follow up with issues or questions is critical. 

Responsibilities:

• Handle all general administrative needs of the Client Services team 


• Act as the front line for incoming client services related inquiries by phone and email 


• Issue requests to clients for documentation & payment information 


• Submit payment and expense requests 


• File contracts, associated metadata, and additional royalty payment information correctly in our database and storage locations 


• Program penny rate and mechanical royalties, and review royalty reports for errors 


• Liaise with Third Party Vendors and Internal Accounting Team to investigate and troubleshoot issues and errors, and ensure accurate data for client financial payments 


• Maintain and update client database using Accurint, Songview, newspapers.com, and other tools to help contact artists, songwriters, producers, label owners, and next of kin 


• Manage internal consistency of data across contacts, contracts, schedules of masters & compositions 


• Gather metadata to fill out publishing ingestion spreadsheets and deliver to publishing team 


• Research (should any other research type of tasks be mentioned) 

The Ideal Candidate Demonstrates:

• 2-3 years office experience 


• Exceptional organizational skills and attention to detail and accuracy 


• Excellent written and verbal communicator 


• Must be highly motivated, willing to take initiative and be able to focus on many different projects in a fast-paced environment 


• System oriented with strong information gathering and monitoring skills 


• Meticulous attention to detail with strong organizational administrative and analytical skills 


• Discretion with confidential information 


• Proficiency in Microsoft Office (e.g. Excel), Google Docs/Sheets, Dropbox 


• Familiarity with FileMaker and Airtable a plus 


• Previous music industry is not required, but familiarity with music copyright and royalty basics is a plus 

SG Services, Inc. Benefits

• Paid holidays including end of the year closure


• Paid Time Off policy, which includes a separate Sick Days bank


• 401K with corporate matching


• 12 weeks for parental leave after birth or adoption paid at 100% of salary


• Commuter Benefit


• Volunteer Hours Matching Policy


• Employee Assistance Program


• Medical Health insurance covered at 100% for employee-only medical premiums


• Dental & Vision insurance

All qualified applicants will receive consideration for employment without regard to disability, protected veteran status, age, race, creed, color, religion, sex, marital status, affectional or sexual orientation, gender identity or expression, ancestry, nationality, or national origin.