Senior Coordinator Booking

Who are we hiring?

The Senior Coordinator Booking will support our Live Concerts & Entertainment team, with a focus on helping execute initiatives relative to client relationship building/maintenance, activation needs, research and negotiations. This position will also be responsible for performing clerical & administrative support for the department, requiring a thorough knowledge of the department’s language, policies and practices under limited supervision. Assignments generally involve work of a complex nature that ensures the efficient operation of department(s).

What will you do?

• Help execute event activations to ensure overall client satisfaction and retention, including space walk-throughs, production requirements, catering, staffing, ticketing requirements & content ideation.
• Provide administrative support to bookings team: generate internal and external correspondence, facilitate communications between supervisors and internal/external contacts; coordinate travel, maintain and update schedule, process business expenses, maintain and update departmental supplies, answer and screen telephone calls, equipment & systems; maintain record of departmental timesheets.
• Maintain & update active event files, tracking progress of contracts, ticket sales, and production logistics on a daily basis.
• Ensure all departmental functions such as invoicing, contact lists, calendars and concert/event announcements are completed on time and maintained.
• External outreach & relationship management with promoters/artist reps, as well as producers.
• Partners with Legal & Finance departments to navigate all stages of contractual negotiations.
• Work with related departments on all aspects of event production (calendar holds, deal letters, budgets, and contracts, invoice payments to vendors, marketing staff, facilities staff, ticketing, and finance).
• Facilitate communications between the Company and Promoters of events, including production-related needs and issues, and ancillary/sponsor needs. Support post-production wrap-up and coordination, correspondence, etc.
• Independently gathers, compiles and analyzes information from multiple sources; prepares a variety of detailed memos, reports, or itineraries. Composes routine and non-routine. Correspondence, memoranda, reports, etc., which are generally confidential in nature.
• Maintenance venue calendars, ensuring the accuracy and timeliness of the information contained within.
• Review the accuracy and timely reporting of assigned venues’ attendance and revenue figures to related trade publications, coordinate with staff to meet quarterly and yearly deadlines.
• Independently gathers, compiles and analyzes information from multiple sources; prepares a variety of detailed memos, reports, or itineraries as needed.
• Composes routine and non-routine correspondence, memoranda, reports, etc., which are generally confidential in nature. Uses various PC software to produce high quality documents.
• Provide exceptional experiences for our guests, partners, and team members, including by adhering to our appearance and presentation guidelines while on-site.

What do you need to succeed?

• 1-3 years experience in live event space
• Strong experience in the live entertainment industry (2 years + preferred)
• Excellent knowledge, with proven experience, of Microsoft Office applications.
• Strong oral and written communication skills with ability to interact with all levels of management.
• Excellent communication skills
• Excellent project management and problem-solving abilities.
• Flexibility – ability to multitask, interact with diverse entities
• Teamwork – ability to work across various departments in a fast-paced environment
• Excellent organizational and self-motivational skills
• Ability to identify problems and seek solutions

Special Requirements

• Must be flexible to work overtime on short notice
• Must be able to work a flexible schedule, inclusive of nights, weekends and holidays as needed

#LI-Onsite