Artist Management Coordinator (Artist Transitions & Administration)

Sony Pictures Imageworks is located on the unceded traditional territory of the Musqueam, Squamish, and Tsleil-Waututh First Nations. We are committed to respecting traditional lands, and working with communities towards reconciliation.

Sony Pictures Imageworks Canada Inc.
1285 W Pender St Vancouver, BC V6E 4B1

Language in work environment - English

Benefits per company policy: include healthcare, tuition reimbursement, RRSP's, Sick and Vacation leave, standard increases as applicable

About the Role:

The Artist Management Coordinator (Artist Transitions & Administration) supports the Artist Management (AM) department by ensuring a seamless experience for artists joining or leaving Sony Pictures Imageworks. This role manages key administrative workflows across onboarding, offboarding, crewing, and payroll support while maintaining data accuracy in multiple systems. The Coordinator acts as a critical link between Artist Management, P&O, Training, Systems, Facilities, and Payroll, helping to create a smooth and professional experience for all artists.

Key Responsibilities:

Onboarding Coordination

• Maintain and update onboarding and exit reports used by AM, P&O, Training, Systems, and Facilities.
• Partner with the Head of Artist Management to provide accurate overhead growth forecasts for artist departments.
• Coordinate with Systems to confirm new artists receive required equipment before their start date.
• Work with P&O and Training to ensure new hires are scheduled for all required onboarding sessions on their first day.
• Identify and communicate irregular hire scenarios (e.g., midweek starts, returns from leave) to ensure a smooth process.
• Follow up with all new hires to confirm completion of Compliance Training during their first week.
• Set up initial billing and ensure new hires complete timecards accurately to avoid payroll issues.
• Participate in P&O and Systems onboarding sessions. Works with P&O to update and maintain onboarding to ensure relevant information is covered. 
• Continuously look to improve onboarding workflows for efficiency and clarity.

Offboarding Coordination

• Work with facilities to coordinate home equipment pickup with departing artists; ensure logistics are handled prior to exit.
• Confirm with Systems that all returned equipment is accounted for and verified by SPI.
• Submit tickets for all leaves, hiatuses, and exits; manage absence requests for all types of leaves.
• Prepare and send exit confirmation and formal letters to departing artists.

Crewing & Administrative Support

• Enter all new hires into employee and crewing databases (CAST) accurately and efficiently.
• Produce and maintain Reduction in Force (RIF) and GAP reports; ensure CAST data remains current and accurate for internal tracking.
• Manage missing timecard reports weekly; work closely with Payroll to resolve discrepancies and ensure timely processing.
• Oversee the rate request tracker; verify accuracy and ensure approvals are processed by AMs, P&O, and the Compensation Manager.
• Generate and distribute various reports for the Head of Artist Management, ensuring data integrity across all administrative systems.
  
  

Qualifications:

• 2+ years of experience in administrative or HR coordination roles (animation/VFX experience is an asset).
• Previous onboarding experience at a large company is an asset. 
• Strong organizational and communication skills, with a high attention to detail and follow-through.
• Proficient in Google Suite, Excel, and internal databases. Easily picks up new systems and ways of working.  
• Experience working with cross-functional departments (P&O, Payroll, Systems, Facilities, and Training).
• Ability to manage sensitive information discreetly and professionally.
• Comfortable in a fast-paced environment. 

The anticipated base salary for this position is $23.08- $28.85/hr. Benefits are per company policy: which include healthcare, tuition reimbursement, RRSP's, Sick and Vacation leave, standard increases as applicable. The actual base salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location of the position.

We value unique perspectives, and want diverse, unique talent to work with us.  We encourage candidates from all identities to apply.

*Sony Pictures Entertainment is an equal opportunity employer. We evaluate qualified applicants without regard to race, colour, religion, sex, national origin, disability, age, sexual orientation, gender identity, or other protected characteristics.