Booking Coordinator

JOB TITLE: Booking Coordinator

JOB CLASS NUMBER: CLR405

PAY GRADE: G08

FLSA STATUS: Non-Exempt

BUSINESS UNIT NAME: Civic Center Administration

REPORTS TO: Assistant General Manager

SUPERVISORY WORK: No

SALARY: $19.50 per hour

SUMMARY

Under supervision of the Assistant Civic Center Manager and General Manager, this position interacts continuously with clients and assists with bookkeeping and accounting principles to the keeping of specialized or complex accounts, some of which will be of moderate difficulty. Maintains and issues approved lease agreements for all areas of the Civic Center Complex. The position maintains all event files and will assist the department’s Accounting Technician with cash fund accounting, accounts receivables, disbursements, and reconciliation of all events for the department. This position works closely with the accounting and finance departments of the City of Amarillo and works with the Venue Sales Manager to track all event bookings and maintains the Civic Center’s event calendar and schedules.

ESSENTIAL RESPONSIBILITIES

• Primary contact for all facility booking needs. Maintains booking records for all clients utilizing facility management software.
• Responsible for working with the Convention & Visitors Bureau on space allocations for future convention business.
• Engages closely with all clients, both first time and repeat, to accurately identify needs and to correctly hold space(s) necessary for their event(s).
• Informs clients of rates, policies and availability in a timely fashion.
• Compiles and develops lease agreements (to include tracking of agreements, deposits and insurance).
• Books space, prepares and obtains signatures on lease agreements, obtains supervisory approval and distributes information to other departments.
• Assist in the distribution and communication of event related information to all facility personnel.
• Assists with accounts receivables and collecting returned checks and credit cards.
• Collects all funds including booking revenue and other amounts owed from clients, vendors, etc..
• Assist with the preparation of all deposits and cash reports for Civic Center Complex, as needed.
• Assists with audits of all ticketed events, concession reports and box office statements according to established procedures, as needed.
• Provides quality customer service to lessees, patrons and guests.
• Performs other job-related duties as assigned.
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MINIMUM REQUIREMENTS

Requires a high school diploma or equivalent. A degree in Accounting, Business Administration, or related field is preferred. Minimum of three years working in financial bookkeeping and/or administrative accounting. Two years of event booking/scheduling experience in a public facility preferred but not required. Valid Texas Driver’s License required.

KNOWLEDGE, SKILLS, AND ABILITIES

Must have excellent typing skills.

Must have excellent proficiency in Microsoft Office Suite, especially Excel, and other computer applications.

Must be proficient with bookkeeping, accounts receivables, cash reports, and knowledgeable with all standard accounting processes.

Knowledge of office procedures and good sound judgment related to the review and audit of accounts.

Ability to use a computer for data entry, word processing and accounting purposes.

Ability to use standard office equipment such as a computer, calculator, TEAMS telephone systems, credit card machine and a money counter.

Must have exceptional organizational skill, strict attention to detail, and able to multi-task and perform duties on a timely basis. Excellent time management skills are a must.

Strong customer service and communication skills are required.

Knowledge of event booking software and event scheduling is preferred.

ADA PROFILE

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this job, the employee is required to exert up to 20 pounds of force. The employee is also required to finger, grasp, handle, walk, stand, hear, crouch, reach, speak, see, and talk. Also requires the ability to make rational decisions and perform repetitive motions.

WORK ENVIRONMENT

The employee works in a safe and secure indoor work environment that may periodically have unpredicted requirements or demands. 

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law.

The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.