What are the responsibilities and job description for the Booking Administrator position at Birmingham-Jefferson Convention Complex (BJCC)?
Company Description
The Birmingham-Jefferson Convention Complex (BJCC) is Alabama’s leading sports, convention, and entertainment hub. It features 380,000 square feet of versatile event space, including exhibition halls and meeting facilities. The complex also includes world-class venues such as a concert hall, a stadium, the state’s largest arena, and the new Coca-Cola Amphitheater, a partnership with Live Nation. Located on a sprawling campus in Birmingham, AL, the BJCC also hosts the Uptown Entertainment District, The Westin Birmingham Hotel, and the 497-room Sheraton Birmingham, Alabama’s largest hotel.
Summary/Objective
The Booking Administrator is responsible for managing the activity calendar, contracts program, deal memo development, and booking reports across Protective Stadium, Legacy Arena, BJCC Concert Hall, and the BJCC Theatre. The role requires a results-driven and detailed-oriented professional who is adept at working with both internal and external partners.
Essential Duties/Responsibilities
Demonstrates understanding and full performance ability in each of the following:
CALENDAR MANAGEMENT
- Responsible for the management of booking and scheduling for all entertainment, sports and special events on a multi-venue campus including Protective Stadium, Legacy Arena, BJCC Concert Hall, BJCC Theatre, and convention & meeting space.
- Efficiently manage the activity calendar for all venues, ensuring optimal utilization and coordination of events within established booking priorities.
- Collaborate with internal and external stakeholders by providing professional and timely responses to internal departments, event promoters, artist agents, and tenant partners to schedule and confirm event dates and resolve any scheduling conflicts.
- Communicate contractual obligations regarding events to all appropriate parties including, but not limited to, Event Management, Box Office, and Operations.
- Demonstrate proficiency and complete command over an ever-evolving calendar system, continually updating Sr. Director of Sales & Marketing on all areas of facility bookings and making recommendations for efficiency.
- Ensure all aspects of an event are successfully executed from preliminary planning to final billing.
- Assist in event settlements, ensuring post event billing is completed on all events.
- Perform other duties as required.
CONTRACT MANAGEMENT
- Prepare and administer contracts for all events, ensuring compliance with company policies and legal requirements.
- Monitor and uphold consistent deal terms and approved language across all events to ensure the accuracy of all outgoing communications.
- Responsible for making sure contracted events have insurance coverage and deposits are received in a timely manner.
BOOKING ASSISTANCE
- Foster strong relationships with promoters, agents, and tenant partners to enhance the overall booking experience.
- Cultivate a profound comprehension of venue booking intricacies to deliver precise information to external partners, ensuring clarity and accuracy in all communications related to the booking process.
- Collaborate with internal teams, including production & operations, to produce accurate and timely event estimates and budgets.
- Produce detailed deal sheets outlining key terms and conditions for each event.
- Work closely with Box Office to produce requested scaling / ticketing maps.
- Process incoming venue rental applications, including tracking and vetting references.
OTHER RESPONSIBILITIES:
- Accountable for generating executive-level sales and marketing reports for the department, showcasing a comprehensive and insightful analysis of key metrics and trends to support strategic decision-making.
- Proficient in compiling and presenting data in a clear, concise manner tailored for executive-level stakeholders.
- Compile and submit detailed box office reports to trade publications, ensuring accurate and timely dissemination of relevant information to industry stakeholders.
- Other duties as required.
Required Education and Experience
- Minimum of three (3) years related experience in an entertainment, sports, or performing arts organization preferred.
- Bachelor’s degree from an accredited college or university with emphasis in marketing, mass communications, sales, businesses administration or related fields preferred.
- Valid State of Alabama Driver License.