Booking Administrator

Job Description

Job Description

ABOUT THE BJCC

For over 50 years, the Birmingham-Jefferson Convention Complex (BJCC) has served as a premier entertainment destination attracting a broad array of events across a diverse collection of venues. Centrally located in the heart of Birmingham, Alabama’s Uptown Entertainment District, the BJCC campus includes Legacy Arena at the BJCC, the Coca Cola Amphitheater, Protective Stadium, BJCC Concert Hall, over 220,000 square feet of meeting & exhibition space, and City Walk BHAM, a 31-acre public outdoor space with a dog park, pickleball courts, skate park and much more. For more information visit

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.

Competencies

Accountability, Interpersonal Skills, Customer Service, Communication, Active Listening, Conflict Management, Technical Skills, Prospecting, Financial Administration, Sales Skills, Project Management, Contract Negotiations, Product Expertise, Business Alignment, Program Management, Planning & Forecasting, Fiscal Accountability, Training and Development.

Work Environment

This environment is fast paced and moderately demanding. Work is typically performed indoors, in a temperature-controlled office setting, although at time work may be performed outdoors exposed to the elements (heat, rain, etc.).

Physical Demands

Duties require extended periods of sitting. Moderate amount of physical effort such as walking, standing, and climbing. Limited amount of bending, stooping, squatting, and kneeling. Ability to lift up to 30lbs with or without assistance, while maintaining good balance. Must be flexible enough to reach above shoulder level and be able to push and pull for brief periods of time. Visual acuity, speech recognition, and speech clarity.

Position Type/Expected Hours of Work
This is a full-time position; hours of work must be flexible and varied to meet the demands of the events of the facility. Must be able to work extended and/or irregular hours including day, nights, weekends, and holidays, as needed.

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.

Additional Eligibility Qualifications

• A passion for live entertainment & events is a must.
• Working knowledge of all areas of venue management, including but not limited to Sales, Marketing, Ticketing, and Event Operations.
• Expertise in calendar management for multiple types of venues with multiple tenants.
• Excellent communication skills with stakeholders across all organizational levels from C-suite executives to frontline staff.
• Capable of working independently without continuous supervision.
• Ability to build effective working relationships, both internally and externally, by representing BJCC in a professional manner in all endeavors.
• Ability to work effectively under pressure and/or stringent conditions while still producing accurate results.
• Ideal candidate will have a professional, personable, and outgoing personality.
• Ability to analyze and extract data from reports related to booking and scheduling.
• Position requires the ability to multi-task and coordinate large projects simultaneously.
• Ability to demonstrate critical thinking, time management, and deductive reasoning skills.
• Must be extremely organized and detail oriented.
• Proficient in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, and Teams).