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Replacement Theatre Bookings Coordinator

5 months ago

Nepean, Canada Algonquin Students' Association Full time

**Replacement Theatre Bookings Coordinator (6 months)**

**Reports To**: Manager, Theatre and Venue Bookings

**Mission**: _To create an environment that inspires a passion for student success._

**Desired Results of the Position**:

- A welcoming and inclusive booking experience for students and public clients of the Algonquin Commons Theatre and all its related venues.
- A connected and loyal customer base that sees value in the programming and bookings done by the Algonquin Commons Theatre
- A harmonious Theatre and Venues Bookings department, where the team members feel energized, motivated, and supported to contribute to the student, guest, and client experience

**Nature and Scope**

The Algonquin Commons Theatre (ACT) is a 700-seat theatre that is owned and operated by the Students’ Association (SA), that is used by the Students’ Association, student groups, and college staff to host events and activities. The Theatre is also available for rental use by outside organizations who wish to hold both private and public functions. In addition, the SA owns and operates a number of other bookable spaces that are available for internal and external use.
The Theatre Bookings Coordinator (TBC) will need to always ensure a high level of customer service, and their responsibilities will focus on the day-to-day delivery of professional and reliable rental communications. This will include but is not limited to, building relationships with client groups and customers to provide the highest level of customer satisfaction, working alongside clients to ensure their event needs are met, and providing customers with timely and accurate event details. Maintaining productive and harmonious relationships with colleagues and the community is a principal job requirement to ensure the success of the business.

**Job Duties**
- Primary point of contact for new clients, while keeping the Manager, Theatre and Venue Bookings informed of all progress
- Primary point of contact in the Theatre Office for all drop-in clients or guests
- Respond to requests for quotes and/or information with clients in a timely manner while guiding clients through the entire process - from initial quote creation through event execution with personalized service
- Provide and/or arrange site tours of the Theatre and all adjacent spaces for potential clients
- Help to determine staffing and security levels required for each event based on the event and client needs
- Generate rental quotes and rental contracts based on information gathered during the quote process
- Process rental deposits, and help to maintain a tracking list of deposit submissions
- Help ensure other staff and team members make required updates to the Theatre booking calendar, so that the venue may provide the appropriate staff and service levels for events
- Analyzes information and evaluates solutions to select the best option available to resolve client and customer issues, concerns, and complaints with speed and efficiency
- Generate client rental statements, settlement sheets, and deposit requests as needed
- Help to generate final invoice requests for the clients that will be used by the SA Accounting department
- Assist with the digitization and storage of event documents to a shared drive after final settlements are complete to minimize the amount of paperwork that is kept on file
- Ensure that the Theatre booking system/calendar is updated with all required information at least two weeks out from each event date
- Clear all Theatre booking system/calendar holds that are within four weeks of the event date
- Prepare cheque requisitions and code invoices as needed
- Attend and support the Manager, Theatre and Venue Bookings in briefings and training sessions as required
- Liaise with all other Theatre department staff to help and support where necessary
- Help to ensure all ACT employees adhere to all safety procedures while working
- Must stay engaged with industry professionals to understand other facilities and work towards best practices
- Help to standardize and maintain all templates and data sheets used in the Theatre office (including but not limited to Quote Templates, Rate Sheets, Liability Insurance, FAQ Sheet, etc.)
- Event assistance when needed.
- Other duties as assigned.

**Core Competencies**
- Communication
- Attention to Detail
- Critical Thinking and Decision Making
- Negotiation
- Networking and Relationship Building
- Organizational and Environmental Awareness
- Results Oriented
- Accountability and Dependability
- Problem Solving and Adaptability

**Desired Skills and Qualifications**
- A post-Secondary education (diploma/degree) or a combination of education and related experience in Theatre Bookings.
- Minimum two years of experience in an arts venue or post-secondary setting
- Minimum two year of experience with event planning, complex project management, or related activity
- The position requires that the incumbent establish harmonious and produ