Hiring: Rental-Coordinator

 This position assists with the coordination of all rental activities.   Specifically, this role is responsible for calendar management for shows/rentals, contract management, show settlements and production logistics, providing support the roles and duties of the Director of Programming and Rentals.

Provide solid general administrative support to the department, acting in coordination with the Director for all events

·        Coordinate the department’s rental activities including budgeting and accounting processes where  creating invoices, contracting and payments/deposits are critical to role

·        Create booking memos and coordinate prepared information to distribute to marketing and box office departments

·        As the initial point of contact liaise with rental clients including reviewing potential bookings and updating the calendar accordingly.  Develop rental estimates and event budgets for CITS Finance and Programming review

·        Work with marketing department to assist clients with ticket sales, advertising and promotion of events

·        Coordinate the administration of  community events (budgets Logistics etc)

·        Work with box office to ensure rental shows are properly set-up on the CITS website and ticketing software

·        Assist with the develop and negotiate contracts with rental clients ensuring contractual obligations (deposits, insurance) with rental clients are met

·        Arranging artist travel, hotels, catering, venue security and other related services for the performance required

·        Working with the Director of Production ensure technical requirements are met in a cost effective manner for all shows and events

·        Coordinate and create n electronic and paper calendar for all shows, events and rentals plus distribute to all staff internally and externally to the Kitchener Waterloo Art Gallery and Symphony.

·        Communicate calendar scheduling to crew (union staff) and ensure appropriate staffing levels are in place

·        Review contracts in detail for timing and identification of resources required

·        Effectively coordinate rental activities to maximize bookings

·        Liaise with Director to get updated show/event schedules

·        Complete administrative duties, including purchase orders, submitting payroll, ordering office supplies, compiling monthly staff schedule and completing monthly financial reports as required

·        Provide back-up support to open building when required

·        During summer evenings, complete rounds to shut off lights and ensure all exterior doors are closed properly and locked

·        Open and/or lock the building all year round as necessary (mainly on non-show days) and check all doors and lights before departing

·        Set alarm for building at end of the day

·        Perform stage door reception duties when required

Send resume and cover letter to Greg Henderson, Director Of Programming

Salary Range:  $47,500-$52,500

Contract:  1 year

Start Date:  Aug 19, 2019