Booking Box Office Manager

Booking & Box Office Manager

DEPARTMENT: Sales & Marketing

Director of Sales & Marketing

FLSA STATUS: Salaried, Exempt

Summary

Legends Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for a Booking & Box Office Manager for the Albuquerque Convention Center, including Kiva Auditorium, and Civic Plaza. The Booking & Box Office Manager will interact continuously with clients, promoters, artist's agent, and artist's managers in efforts to prospect and contract business for the Center and its facilities. The incumbent will oversee and coordinate all aspects in the venue booking process including overseeing ticket sales, marketing and media buying/placement, and all other aspects of box office operations.

Essential Duties and Responsibilities

• Manage and generate prospects, holds, proposals, contracts, and addendums, for all ticketed events, ranging from concerts at Kiva Auditorium, and tradeshows and festivals at the remaining venues; utilizing Momentus Enterprise booking software, Excel, Word, and Adobe PDF.
• Contact prospective promoters, agents, managers and individuals to initiate the sales effort.
• Conduct facility tours for prospective clients.
• Establish and maintain an expansive network of promoters, agents and manager representatives to identify and contract booking opportunities.
• Responsibilities include but not limited to making sure contractual agreements are met and clients' event requirements and changes have been made in a timely fashion.
• Negotiate venue deals with promoters and/or agents.
• Monitor and maintain the master facilities' calendars.
• Obtain full understanding of venue deal points and agreements.
• Ability to read through a show offer.
• Input and maintain all events and event holds into reports and submit in a timely fashion.
• Provide booking expenses, venue specs, and venue availability as requested by clientele.
• Communicate with all departments, including Event Services, Food and Beverage, Sales, Finance, and Management in order to conduct successful ticketed events, settlements, and daily responsibilities.
• Be in contact with clients, specifically entertainment promoters and booking agents, throughout the booking process, from proposal, to contract, ticketing build, box office management, and settlement finalization.
• Maintains entertainment event show files including audits, evals, seating maps, show build instructions, contracts and addendums, and all other necessary documents.
• Attend necessary trade shows and meetings in respect to generating booking prospects and maintaining knowledge of current booking procedures.
• Build ticketed events in Ticketmaster, utilizing the online platform and coding software, and coordinate with designated show promoters and tour managers.
• Maintains communication with ticket company representatives for updates and/or revisions in computer operations.
• Communicates with ticketing company representatives when necessary in order to complete event builds and promoter requests.
• Works with event promoter and appropriate personnel to establish ticket pricing, seating configuration, and special offers throughout the lifespan of an event.
• Manage inputting ticket prices on the Square system for every ticketed entertainment event.
• Input all respective events into the ticketing company server under the proper venue location so the tickets can be scanned.
• Monitors daily ticket sales for all upcoming events and communicates information to the proper venue staff and promoter representative.
• Maintain and process complimentary ticket requests from promoters, clients, and staff.
• Demonstrates excellent customer service skills, responds promptly to customer needs, responds to requests for service and assistance, able to work independently and handle box office questions without assistance.
• Efficiently and courteously answers questions concerning prices, seating and events. Gives information concerning coming attractions.
• Responds to customer complaints and service requests to maintain a positive rapport with the ticket buying public.
• Hires, supervises, instructs, and trains ticket sellers as to the proper selling procedures.
• Schedule box office staff and manage the box office during events, delegating duties to ticket takers, performing ticket sales, assisting with locating customers’ ticket orders, while communicating with show promoters to assist with reporting attendance status and managing the distribution of complimentary tickets and VIP materials.
• Accurately dispenses tickets as requested by patrons; able to accept payment on a Square POS system.
• Ordering of box office supplies.
• Maintaining the ticket printers, scanners, etc. making sure that all devices are up to date.
• Manage settlement of all ticketed events.
• Assist with the collection of documents for shows’ Pre-Settlements, in addition to retrieving audit and platinum ticket reports, and sending over to the show promoter after the close of the box office.
• Consolidate a final settlement packet with the necessary documentation of expenses.
• Finalize settlements for all ticketed events through communicating diligently with the respective client as well as internal departments on event expenses.
• File all settlements respectively to ensure smooth reference to the documents in the future.

Skills and Abilities

• Operate a personal computer using Windows and Microsoft Office software.
• Ticketmaster experience preferred.

• Organize and prioritize work to meet deadlines.
• Work effectively under pressure and/or stringent schedule and produce accurate results.
• Excellent communication, problem solving and organizational skills required
• Demonstrated knowledge of accounting and financial procedures, including record keeping and reconciliation
• Ability to analyze data and figures
• Ability to coordinate and schedule staff
• Excellent good customer service and public relations skills
• Demonstrated knowledge of ticket selling/box office operations
• Ability to count money, make change accurately.
• Work independently, exercising judgment and initiative.
• Remain flexible and adjust to situations as they occur.

Education and/or Experience

• Bachelor's Degree preferred
• 3 years related experience required
• Experience in accounting and customer service essential
• Box office experience in a similar environment strongly preferred
• Ticketmaster experience preferred
• Marketing, graphic design, and media buying experience preferred
• Or equivalent combination of education and experience

Other Qualifications

Requires ability to work flexible hours, including nights, weekends and holidays in addition to normal business hours.

NOTE

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.