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New York Live Arts Rentals Coordinator
New York Live Arts

Website: http://newyorklivearts.org

TITLE: Rentals Coordinator

REPORTING RELATIONSHIPS:  

The position reports to the Producing Director.

Works closely with the Executive, Programming and Production Department

Full time, Exempt

POSITION SUMMARY:

The Rentals Coordinator manages external rentals of Live Arts’ theatre, studios, lobby and conference room, and coordinates internal usage as it relates to earned revenue. The Rentals Coordinator is required to effectively communicate with all New York Live Arts constituents about the facility and expand client base.

RESPONSIBILITIES:

Studio Rental Management

●    Project, track, and manage studio use with respect to internal and external bookings, and coordinate departmental scheduling.

●    Serve as primary contact for all studio scheduling.

●    Implement studio policies and update as needed.

●    Prepare and implement studio contracts for rentals, classes, workshops, and showings.

●    Collaborate with Development on the allocation of subsidized rehearsal hours.

●    Oversee and train box office staff in use of MindBody system.

●    Coordinate with Production staff to replace or repair broken studio equipment.

●    Work with Production and Front of House departments to schedule staff for studio showing or event rentals.

●    Ensure studio rental web pages are up-to-date.

●    Post studio availability on social media and eNews as needed

●    Liaison with Finance and Production departments if any billing or contractual issues.

●    Track studio rental projections and monthly actuals throughout the year.

Theatre Rental Management

●    Project, track, and manage theatre use with respect to external bookings

●    Serve as primary contact for all theatre rentals

●    Prepare and implement theatre contracts

●    Actively look for new business opportunities

●    Lead site visits for potential renters and recurring clients

●    Create estimates, invoices and bill outs for all theatre rentals

●    Send updated estimates as needed throughout rental period

●    Maintain communication throughout rental period

●    Communicate effectively with Live Arts Production Coordinator on all theatre rentals through weekly meetings ensuring a smooth transition with every rental

●    Work closely with Producing Director and Director of Finance on income projection

●    Work with marketing to distribute e-blasts when bookings are needed in order to fill open rental weeks

Conference Room & Lobby Event Rental Management

●    Serve as primary contact for all lobby & conference room rentals

●    Prepare and implement all contracts

●    Actively look for new business opportunities

●    Lead site visits for potential renters and recurring clients

●    Create estimates, invoices and bill outs for all rentals

●    Send updated estimates as needed throughout rental period

●    Maintain communication throughout rental period

●    Communicate effectively with Live Arts Production Coordinator on all lobby rentals. Hire and manage staff as needed for events

●    Set up conference room (and restore) as needed for rentals

●    Manage Conference Room google calendar

QUALIFICATIONS:

●    Skilled in time management skills, communication, negotiation, and creative problem solving.

●    Strong leadership skills and empathy.

●    Self-motivated, organized and detail oriented.

●    Ability to meet deadlines and work in a fast paced environment.

●    Proficiency in Microsoft Office.

●    Knowledge of contemporary dance and theater field is a plus

●    Knowledge or familiarity of Mindbody online

●    B.A. degree or equivalent experience desired

●    Evening and weekend hours required

Start Date: June 4, 2018

All candidates should email their cover letter and resume to careers@newyorklivearts.org with the subject line RENTALS COORDINATOR POSITION. Cover letters and resumes should have the applicants name in the title. DO NOT SEND resumes without your name as the title of the document. No phone calls, please.

LEVEL OF LANGUAGE PROFICIENCY

English

PROFESSIONAL LEVEL

Professional

MINIMUM EDUCATION REQUIRED

4-year degree

HOW TO APPLY

careers@newyorklivearts.org

http://newyorklivearts.org

All candidates should email their cover letter and resume to careers@newyorklivearts.org with the subject line RENTALS COORDINATOR POSITION. Cover letters and resumes should have the applicants name in the title. DO NOT SEND resumes without your name as the title of the document. No phone calls, please.

Date posted:

Expire date

6/4/2018

Contact email:

careers@newyorklivearts.org
NYC AiE Roundtable