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Booking Coordinator
1 month ago
Overview
We are seeking a pro-active and professional Booking Coordinator to join our Entertainment Team The Booking Coordinator is a multi-faceted role focusing on the management of contracts and administrative support for the team. Strong attention to detail and basic accounting principles required. The Booking Coordinator will report to the Booking Manager and will assist in scheduling ticketed and non-ticketed events at Wintrust Arena and Arie Crown Theater.
Given the small size of the OVG onsite office, it is critical that the Booking Coordinator can multi-task, organize and prioritize tasks, and willingly assist OVG staff where needed. Considering the sometimes seasonal and event-driven nature of our business, the successful candidate will have the ability to focus on and prioritize the administrative duties/contractual agreements that are most critical and time-sensitive.
This role will pay an hourly wage between $24.00 and $28.80.
Benefits for FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays).
This position will remain open until August 31, 2024
Responsibilities
Provide general office and administrative support, including but not limited to:
- Answer and direct phone calls in a professional and courteous manner.
- Photocopying, scanning, mailing, and filing
- Assist with data entry tasks, ensuring accuracy and completeness of information.
- Receive, review, and process high-volume and/or complex transactions for client(s), under supervision, including booking, documentation, and billing while maintaining organized records.
- Maintain positive and professional relationships with guests, promoters and other contacts.
- Contract administration knowledge preferred.
- Create and process all expense reports for the department, arrange travel when applicable
- Ensure all show deposits/prepayments are obtained and processed timely
- Monitor insurance and contract compliance for events (deposits, signed contracts, etc.). Provide weekly tracking and status reports.
- Complete special projects as assigned.
- Archive event files.
Qualifications
- Excellent organizational and time-management skills.
- Strong attention to detail, accuracy and problem-solving abilities.
- Strong Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills.
- Ability to handle confidential information with strong discretion.
- Effectively work under pressure and meet tight deadlines in a fast-paced environment.
- Ability and willingness to work extended hours (i.e. evenings, weekends, holidays), as needed.
- Ability to develop and maintain cooperative working relationships with teams and business contacts.
- Minimum 2 years related work experience include Administrative Assistant and/or basic accounting principles.
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