Booking Administrator

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.

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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.

• 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.

• 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.

• 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.

• 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.

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.

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

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.

This is a…