• Bookings Coordinator

    Job Locations US-NY-New York
    Requisition ID
    18-9229
    Division
    Live
    Functional Area
    Other
  • Overview

    The Madison Square Garden Company (MSG) is a world leader in live sports and entertainment experiences.  The company presents or hosts a broad array of premier events in its diverse collection of iconic venues: New York’s Madison Square Garden, The Theater at Madison Square Garden, Radio City Music Hall and Beacon Theatre; the Forum in Inglewood, CA; The Chicago Theatre; and the Wang Theatre in Boston.  Other MSG properties include legendary sports franchises: the New York Knicks (NBA), the New York Rangers (NHL) and the New York Liberty (WNBA); two development league teams -- the Westchester Knicks (NBAGL) and the Hartford Wolf Pack (AHL); and one of the leading North American esports organizations, Counter Logic Gaming.  In addition, the Company features popular original entertainment productions -- the Christmas Spectacular and New York Spectacular – both starring the Radio City Rockettes, and through Boston Calling Events, produces outdoor festivals, including New England’s preeminent Boston Calling Music Festival.   Also under the MSG umbrella is TAO Group, a world-class hospitality group with globally-recognized entertainment dining and nightlife brands: Tao, Marquee, Lavo, Avenue, The Stanton Social, Beauty & Essex and Vandal.  More information is available at www.themadisonsquaregardencompany.com

    EEO Statement

    At MSG we value diversity and are looking for extraordinary employees of all backgrounds! MSG is an Equal Opportunity Employer and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, citizenship, age, genetic information, disability, or veteran status. In addition to federal law requirements, MSG complies with all applicable state and local laws governing nondiscrimination in all locations.

    Responsibilities

    • Provide administrative support to bookings team: generate internal and external correspondence, facilitate communications between supervisors and internal/external contacts; coordinate travel, maintain and update schedule, process business expenses, maintain and update departmental supplies, equipment & systems; maintain record of departmental timesheets.
    • Answer and screen telephone calls; handle inquiries, take messages and route calls when appropriate to the proper party. Maintain supervisors’ files and keep records.
    • Schedule and maintain supervisors’ calendar of appointments, meetings and travel itineraries. Prepare any necessary information for meetings. Process documents of a moderately complex and confidential nature such as event venue costs, show confirmations, ticketing instructions, etc. Prepare and proof read correspondence and other materials. Use various PC software, e.g. Microsoft Office, to produce high quality reports, presentations or other documents.
    • Respond to issues including communicating venue avails to promoters and agents as well as placing holds for promoters and agents.
    • Coordinate paperwork necessary for the proper execution of Bookings functions. This includes, but is not limited to: calendar holds, booking memos, license agreements, insurance certificates and confirmation memorandums. Follows up when necessary with MSGE Marketing Department, Ticketing, Legal, Licensees, Facilities personnel and other departments to ensure that requests are carried out and activities are coordinated.
    • Work with related departments on all aspects of event production (calendar holds, deal letters, budgets, and contracts, invoice payments to vendors, marketing staff, facilities staff, ticketing, and finance).
    • Facilitate communications between MSGE and Promoters of events, including production-related needs and issues, and ancillary/sponsor needs. Manage post-production wrap-up and coordination, correspondence, etc.
    • Maintain & update active event files, tracking progress of contracts, ticket sales, and production logistics on a daily basis.
    • Review the accuracy and timely reporting of assigned venues’ attendance and revenue figures to related trade publications, coordinate with staff to meet quarterly and yearly deadlines.
    • Independently gathers, compiles and analyzes information from multiple sources; prepares a variety of detailed memos, reports, or itineraries. Composes routine and non-routine correspondence, memoranda, reports, etc., which are generally confidential in nature. Uses various PC software to produce high quality documents.
    • Maintain the BOCS (Booking Outlook Calendar System) venue calendars, ensuring the accuracy and timeliness of the information contained within. Assists in the coordination with the IT staff and other members of the Booking Department to maintain the overall smooth operation of the BOCS system to include new version rollouts and assistance in training of Bookings department staff on the system.
    • Assist supervisors with special projects as requested.

     

    • Independently gathers, compiles and analyzes information from multiple sources; prepares a variety of detailed memos, reports, or itineraries. Composes routine and non-routine correspondence, memoranda, reports, etc., which are generally confidential in nature. Uses various PC software to produce high quality documents.
    • Responsible for ordering and maintaining office supplies for the department. Ensures that office equipment works properly. Coordinates repair requests with facilities and/or outside vendors.
    • Assist with new hire onboarding by working with IT, Office Services and People Practices to ensure that onboarding checklist is complete.
    • Monitor and coordinator of department birthdays, work anniversaries and team celebrations.
    • Assists department in special projects as requested, including being available during events as needed.

    Qualifications

    • Candidates must have a bachelors degree. Music Industry focus preferred.
    • Broad knowledge of company organization, policies and practices.
    • Excellent knowledge, with proven experience, of Microsoft Office applications.
    • Strong oral and written communication skills with ability to interact with all levels of management.
    • Proven logical skills, well organized and detail-oriented.
    • Ability to work in a fast-paced environment.
    • Ability to maintain highest degree of confidentiality and diplomacy.
    • Must be flexible to work overtime on short notice.

    Education

    Candidates who have completed 60 credits of college-level coursework (representing 2 years), or have shown similar self-development through certifications, trade school coursework, etc. are preferred.

    Educational requirements may differ from job to job based on the role.

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