Booking Coordinator

This role supports and assists with the day to day booking requests and maintains the AAC booking process. Works directly with VP, Event Programming & Marketing on a daily basis to ensure that booking & marketing departments operate effectively by performing general administrative and office duties to ensure events happen successfully from start to finish.

Essential Functions:

• Prepares, processes and administers all event contract provisions and proposals as per VP’s instructions;
• Reviews existing contract templates and makes recommendations for revisions, conducts semi-annual review of templates with VP and General Counsel;
• Tracks event contracts, event deposits and insurance certificates and updates VP of status;
• Assists with the day to day requests for availability of AAC and ancillary venue space;
• Assists with all aspects of AAC’s booking system (Event Booking) including but not limited to the needs for internal and external customers;
• Assists in coordinating the NBA/NHL schedules and prepares calendars of available dates for Mavs and Stars;
• Maintains Event Booking Calendar and generates availability to agents, promoters and in house staff;
• Develops and maintains business relationships with agents, promoters, Visit Dallas, Dallas Sports Commission on a regular basis through networking, regular communications, etc.;
• Maintains a strong knowledge of concert industry trends and events being hosted in the DFW market;
• Provides research, data gathering, assembling and summarizing information in a presentation format;
• Provides historical performance data for annual recurring events;
• Assists the department with office management including, but not limited to office equipment and supply inventory, office supply ordering, office machine maintenance and shipping/receiving;
• Performs routine office functions, including filing, mail processing, taking meeting notes, travel arrangements and other functions as assigned;
• Answers telephones, takes messages, screens and routes incoming calls to the appropriate party, provides information to routine inquiries;
• Assists with the creation of publications, website development, and brochures for the department;
• Maintains event filing system and ensures all department files have appropriate information and documents are filed correctly;
• Actively finds new private event business opportunities on non-event dates;
• Schedules meetings/activities and maintains VP contacts and calendar in Microsoft Outlook, keeps meetings notes and distributes as required;
• Prepares agenda, attends and records minutes for monthly Senior Managers Meeting;
• Creates and maintains event department databases for all facility events and enters and maintains events in TMSS;
• Handles routine business matters on behalf of VP including guest and client relations & service to teams;
• Assists with show settlements prior to and during Third Party event nights;
• Maintains recording of ASCAP/BMI/SESAC music licensing for all concerts and submits report to licensing agency on a quarterly basis;
• Prepares schedule for “Manager On Duty” program and disseminates schedules to appropriate departments;
• Manages and assists Charity organization contributions;
• Works with Marketing Department to research, suggest and implement the Brand Awareness, Thank You gift campaign for Artists including welcome messaging, custom artist gifts, crew thank yous and gift presentations;
• Assists with special projects and other duties as assigned.

Education/Qualifications:

• High School Diploma or GED
• Three to Five years experience as a Coordinator or Administrative Assistant in a general office working environment
• Experience booking national touring acts in an arena is a plus
• Advanced proficiency with Microsoft Outlook, Word and Excel, Event Booking, Ticketmaster, Dropbox, and TMSS
• Attention to detail and the ability to spot errors
• Must maintain highly sensitive and confidential information
• Strong verbal and written communication skills

The qualified individual personifies our core values of INTEGRITY, TEAMWORK, PASSION, and EXCELLENCE at all times.

Physical Demands/Work Environment:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
• Ability to sit for extended periods of time since most work is at computer work station;
• Ability to see and review documents and presentations on computer or by hand;
• Ability to walk, talk, and hear interactions with employees and vendors throughout facility;
• Ability to use hands to create and edit documents by hand or by computer;
• Ability to reach upward, or squat downward to reach contents of desk drawers & filing cabinets;
• Ability to occasionally lift and/or move up to 25 pounds;
• Ability to work on-site, in an office setting, with the use of computers, phones, faxes, printers, etc.
• Employee must be able to work a flexible and irregular schedule, including evenings, weekends, and holidays to fulfill event schedule requirements