Closing: July 10, 2025 at 5:00pm.

Reports To: Manager, Theatre and Venue Bookings

Mission:To create an environment that inspires a passion for student success.

Desired Results of the Position:

• A welcoming and inclusive booking experience for students and public clients of the Algonquin Commons Theatre and all its related venues.
• A connected and loyal customer base that sees value in the programming and bookings done by the Algonquin Commons Theatre
• A harmonious Theatre and Venues Bookings department, where the team members feel energized, motivated, and supported to contribute to the student, guest, and client experience
  

Nature and Scope

The Algonquin Commons Theatre (ACT) is a 700 seat (835 capacity) venue that is owned and operated by the Students Association (SA), that is used by the Students Association, student groups, and college staff to host events and activities. The Theatre is also available for rental use by outside organizations who wish to hold both private and public functions. In addition, the SA owns and operates a number of other bookable spaces that are availabe for internal and external use.

As a member of the Theatre and Event Operations Team, the Theatre Bookings Coordinator (BC) will need to always ensure a high level of customer service, and their responsibilities will focus on the day-to-day delivery of professional and reliable rental communications and services. This will include, but is not limited to, building relationships with client groups and customers to provide the highest level of customer satisfaction, working alongside clients to ensure their event needs are met, and providing customers with timely and accurate event details. Maintaining productive and harmonious relationships with colleagues and the community is a principal job requirement to ensure the success of the business.
Job Duties

• A primary point of contact for new clients, while keeping the Manager, Theatre and Venue Bookings informed of all rental progress, and potential concerns
• A primary point of contact in the Theatre Office for all drop-in clients or guests
• Respond to requests for quotes and/or information in a timely manner. Guide clients through the entire booking process; from initial date and holds requests, to the quote creation, through to the event execution and event settlements all with personalized service
• Ensure that the Theatre booking system/calendar is updated with all required information and requirements as that information is made available
• Provide and/or arrange site tours of the Theatre and all adjacent spaces for potential clients as needed
• Generate rental quotes and rental contracts, gathering all required information
• Requests and process rental deposits, and help to maintain a tracking list of deposit submissions
• Help to determine staffing and security levels required for each event based on Theatre standards, policies, and the event and client needs
• Generate client rental and settlement statements for each event in a timely manner supporting the invoice process as needed
• Analyzes information and evaluates solutions to select the best option available to resolve client and customer issues, concerns, and complaints with speed and efficiency
• Assist with the digitization and storage of event documents to a shared drive after final settlements are complete to minimize the amount of paperwork that is kept on file
• Prepare cheque requisitions, and code invoices as needed
• Attend and support the Manager, Theatre and Venue Bookings in briefings and training sessions as required
• Liaise with all other Theatre department staff to help and support where necessary
• Help to ensure all ACT employees adhere to the plans and schedules laid out in event booking plan, and that all ACT staff adhere to all safety procedures while working
• Must stay engaged with industry professionals to understand other facilities and work towards best practices
• Help to standardize and maintain all templates and data sheets used in the Theatre office (including but not limited to Quote Templates, Rate Sheets, Liability Insurance, FAQ Sheet, etc.)
• Working knowledge of Emergency Response areas for the venue/building as well as working knowledge of the Safety plans for the venue/building
• Be available for event assistance when needed
• Other duties as assigned.

Core Competencies

• Communication
• Attention to Detail
• Critical Thinking, Problem Solving, and Decision Making
• Teamwork
• Negotiation
• Accountability and Dependability
• Networking and Relationship Building
• Organizational and Environmental Awareness

Desired Skills and Qualifications

• A post-Secondary education (diploma/degree) or a combination of education and related experience in Theatre Bookings.
• Minimum 2 years of experience in an arts venue or post-secondary setting
• Minimum 2 year of experience with event planning, complex project management, or related activity
• Previous experience with sales
• Previous experience working in an office environment
• A positive attitude and ability to work both individually and in a team environment.
• Excellent organizational skills with ability to multitask and handle multiple priorities.
• Ability to handle fast paced environment with many disruptions.
• Meticulous with details
• Excellent customer service skills
• Must possess exceptional interpersonal skills, and must be capable of working with individuals of various personality types, sensitivities, and cultural backgrounds
• Demonstrated ability to develop and maintain collaborative relationships with the public, clients, potential clients, interdepartmental representatives, as well as students (and student groups)
• Ability to grasp new tasks, concepts, and assignments, with the ability to create flexible and unique solutions to problems or issues
• Must demonstrate the capacity and vigilance to ensure a safe working environment for all staff
• Strong written, verbal, and interpersonal skills
• Demonstrate skills in collaboration and teamwork
• Ability to conduct budget and payment transactions comfortably and accurately
• Excellent computer skills; excel, data entry, web-based calendars, etc.
• Bilingualism (English/French) will be considered an asset.
• Valid First Aid & CPR Certificate (preferred).
• OWHSA/WHMIS/AODA completed upon hiring.

Compensation

• This position is part of CUPE Local 5154 pay Level 5 ($33.02-$36.70 per hour)
• This position is a full-time position, 35 hours a week (work week will be flexible with some weeks being more hours and some less hours, and workdays may change from week to week and will include evening and weekend hours) .
• The Algonquin Students Association offers a comprehensive benefits package to its employees.
• On-site orientation and training, and opportunities for Professional Development

Application Process

Algonquin Students Association values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. Workplace accommodations are available.

While we thank all those who apply, only those to be interviewed will be contacted.

If interested, please submit one PDF containing your cover letter, resume, and three (3) professional references by July 10, 2025 at 5:00p.m., to:

Wayne Boucher

Senior Manager, HR and Privacy Officer

Algonquin Students' Association

(613) 727-4723 ex. 5321

[email protected]

www.algonquinSA.com