Rentals & Scheduling Manager at Omaha Performing Arts

Description

Position Summary:

Working as a member of the programming and education team, this position helps achieve Omaha Performing Arts' mission and financial goals through the management of O-pa constituent events, calendar maximization, and booking of local arts/civic rentals at the Holland Center, Tenaska Center for Arts Engagement, and the Orpheum Theater. The Rentals & Scheduling Manager is responsible for negotiating rental contracts, creating estimates, technical rider review, client budget management, and show settlements. This position is also the primary liaison for event management, rentals, venue licensing agreements and scheduling for O-pa resident companies including, but not limited to the Omaha Symphony, Opera Omaha, American Midwest Ballet. Through communication with production, ticketing, marketing, facilities/housekeeping, food and beverage, front of house and operations, ensures that events are implemented as planned, artists and clients are well provided for and communicated to, and programming staff functions are well supported.  

This position requires a proven commitment to diversity, equity and inclusion with the ability to implement the organizations Core Values of Collaboration, Inclusion, Trust and Integrity, while providing excellent internal and external customer service.

Position Duties and Responsibilities:

• Books, manages/implements the booking process for primarily local arts/civic ticketed events and constituent/resident companies that produce positive net income with reasonable risk.

• Primary point of contact for constituent/resident companies and local arts/civic ticketed events for managing calendar requests, scheduling and booking timelines, client communication, coordination and communication across O-pa departments, and on-site representation of assigned events.

• Advances all artist/show logistics for assigned events ensuring adherence to O-pa policies regarding event management, enters and proofs information in Momentus scheduling software including performance schedule, event details and diagrams.

• Prepares estimates, writes and secures License Agreements for arts/civic ticketed events, as well as multi-year constituent venue agreements; prepares expense backup for settlement and completing settlements.

• Reviews and recommends yearly rental rate adjustments for constituents and arts/civic events to ensure accuracy, consistency, and competitive market position; ensures rental information, price lists, and template contract documents are up to date.

• Assists in setting rental annual revenue goals.

• Evaluates and implements venue policies and procedures for improved client/patron experience alongside all O-pa departments.  

• Manages event detail communication with Omaha parking companies, City of Omaha, and Omaha Police Department.  

• Assists the Senior Manager of Programming Operations in managing the Momentus scheduling software for maximum user efficiency, calendar and event detail accuracy.  Works with Momentus to improve functionality and customization for O-pa workflow.

• Assists with training staff in the use of Momentus detail entry/retrieval and scheduling.

• Manages and assists with Programming department special projects, as needed.

• Other duties as assigned.

Requirements

Experience and Qualifications:

• Four (4) or more years’ experience in live event rental/licensing or related event contract and scheduling experience.

• Must possess outstanding stewardship, salesmanship and communication skills.

• Requires resourcefulness, high degree of motivation and ability to work well under pressure.

• Must have the ability to handle multiple projects simultaneously and demonstrate good judgment and mature, calm decision-making ability with extremely focused attention to details.

• General working knowledge of theatrical or live event production terminology and procedures.

• Proactive self-starter with strong positive interpersonal and diplomacy skills.

• Demonstrated experience in maintaining positive long-term client relationships.

• Ability to work evenings, weekends and holidays when performances are scheduled.

Preferred Qualifications:

• Two (2) or more years in the performing arts.

• Experience with Momentus Scheduling Program and Visio.

• Prior relationships with local performing arts organizations.

Minimum Education Requirements:

Knowledge of specialized principles or techniques equivalent to that which would normally be obtained through a formal four-year college/university academic program or an in-depth specialized training program directly related to the type of work being performed.

Specialized Knowledge, Licenses, Certifications:

• Microsoft Office Products (Word, Excel, Outlook, and PowerPoint).

• Adobe Acrobat.

• Working knowledge of contact management solutions preferred.

Physical Demands:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

Equipment/Machinery Used:

General Office Equipment (Computer, Telephone, Fax, Copier, Printer).