Booking Coordinator | Full-Time

1 month ago

Chicago, United States Oak View Group Full time
Oak View Group

Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.

Position Summary

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

About the Venue

McCormick Place located in downtown Chicago is the largest and most flexible convention center in North America., With over 2.6 million square feet of exhibition space, the campus proudly hosts some of the world’s largest and most prestigious conventions, meetings, and trade shows, welcoming approximately 3 million visitors to Chicago every year. 

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.
Strengthened by our Differences. United to Make a Difference

At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.

Equal Opportunity Employer

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.

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