Entertainment Client Services Specialist — Hybrid

ROSTR, Inc.; Beverly Hills (CA); Hybrid; USD 70,000 - 95,000; Full time

Benefits offered by this job

Health, dental, and vision coverage

401(k) plan

PTO

Job summary

ROSTR, Inc. seeks a highly organized Client Services Specialist to support our Beverly Hills office and management teams serving artists and entertainers.

This is an administrative, client-facing role focused on keeping complex details organized and workflows efficient. You'll collaborate with executives, artists' teams, vendors, and service providers; duties include onboarding, document preparation, filing systems, and coordinating with tour managers to move tasks forward.

Qualifications

• At least 2 years in client-facing, high-level administrative roles.
• An associates or bachelors degree in Business Administration or related field preferred.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and familiarity with Microsoft Teams.
• Excellent verbal and written communication skills, internal and external.
• Strong organizational skills and ability to manage multiple priorities and meet deadlines.
• Professional judgment and discretion handling confidential information.
• Positive, proactive, customer-service oriented approach.
• Problem-solving, self-initiative, and task completion.

Responsibilities

• Provide administrative support to executives and business management teams.
• Prepare, edit, and format client documents.
• Maintain organized digital and physical filing systems, and support record keeping and database management, ensuring information is accurately organized and accessible.
• Support new-client onboarding, vendor coordination, and office procedures.
• Communicate and coordinate with clients and their professional and personal contacts as needed.
• Take on additional administrative and ad hoc duties as reasonably assigned by management.
• Work with Account Managers to track admin required for creating new entities and bank accounts, and providing client cards.
• Coordinate with tour managers to ensure documents are fully executed and organized for the business manager and team.
• Collaborate with service providers and insurance entities as appropriate.

Skills

Client-facing

Administrative

Organizational skills

Communication

Discretion

Problem-solving

Self-motivation

Customer-service

Education

Associates or Bachelors in Business Administration

Tools

Microsoft Office

Microsoft Teams

Job description

About the Role

We’re seeking a highly organized, detail-oriented Client Services Specialist to support our Beverly Hills office and business management teams serving artists and entertainers. This is a highly client-facing role that involves not only working with clients directly, but the people who support them professionally and personally, including management and touring teams, family members, estate and house managers, vendors, contractors, utility providers, and insurance companies.

This is an administrative role with no accounting background required. While you’ll work closely with creatives and their teams, the position is not a pathway into a creative career. It’s a great fit for someone who has experience within the entertainment industry but wants to pivot to a more balanced work setting where they enjoy keeping complex details organized, supporting others behind the scenes, and creating workflows that make a busy team more efficient.

What You’ll Do

• Provide administrative support to executives and business management teams.
• Prepare, edit, and format client documents.
• Maintain organized digital and physical filing systems, and support record keeping and database management, ensuring information is accurately organized and accessible.
• Support new-client onboarding, vendor coordination, and office procedures.
• Communicate and coordinate with clients and their professional and personal contacts as needed.
• Take on additional administrative and ad hoc duties as reasonably assigned by management.

In this role, you may:

• Work with Account Managers to track admin required for creating new entities, bank accounts, and receiving, keeping track of and providing physical cards to clients and client teams as they are received.
• Work directly with clients to coordinate responses, signatures, and other required items, helping keep financial and non-financial matters moving forward.
• Assist with utility transfers and setup when a client purchases or leases a new home or property.
• Coordinate vehicle title transfers and registrations for new car purchases by working with the DMV concierge, tracking required documentation for clients and alerting Account Managers as timely tasks are completed.
• Collaborate with client's tour managers to coordinate documents (deal memos, tax paperwork, etc.), ensuring they are fully executed, received, and organized for the business manager and team.
• Help coordinate with service providers, such as landscapers, plumbers, electricians, and contractors, as well as water, power, gas, and other utility companies.
• Communicate with insurance providers, including those related to medical and pet coverage, as appropriate.

These examples are representative of the role and are not an exhaustive list. Additional responsibilities, including duties outside the role’s primary scope, may be assigned by management as reasonably needed.

What You’ll Bring

• At least 2 years of experience in client-facing, high-level administrative roles.
• An associate’s or bachelor’s degree in Business Administration or a related field is preferred.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and familiarity with Microsoft Teams.
• Excellent verbal and written communication skills to be applied both internally as you work closely with members of a small team and externally as you interact with all levels of professionals in a client's life.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and meet deadlines.
• Professional judgment and discretion when handling confidential information.
• A positive, proactive, customer-service-oriented approach.
• Problem-solving skills, self-initiative, and a determined attitude as you commit to seeing tasks through to completion.

Schedule

Hybrid - three days in office; remote Mondays and Fridays. On remote days, you’re expected to be fully reachable and available from 9:00 a.m. to 5:00 p.m. Pacific Time.

Benefits

Health, dental, and vision coverage; 401(k); PTO