Job Description: Theatre Bookings Manager

Classification// Non-exempt, Regular Full-Time
Reports to // Risa Shoup, Co-Executive Director
Location and Schedule// New York, NY; this is a hybrid role. Required on-site time will be coordinated with the Senior Venue Manager per the rental schedule's needs, with minimal remote work allowed on a regular basis. The Theatres are located at 502 W. 53rd St and are accessible via automatic doors, a service elevator, and ADA lifts.
Key Relationships // Co-Executive Directors; Director of Program Services; Senior Venue Manager; Finance Director; Bookkeeper; Payroll Manager
Supervises // 4-6 Part-Time FOHM Staff Members
Compensation and Benefits// $66,280 annual salary. ART/NY provides a comprehensive benefits package designed to meet the diverse needs of employees. We offer a comprehensive benefits package, including three health plans (two partially employer-paid and one fully employer-paid), two dental plan options (employee-paid), a vision plan (employer-paid), and optional benefits like commuter perks, disability insurance, hospitalization, and more. Additionally, we provide unlimited PTO and a stipend to purchase theatre tickets to support engagement with the arts.
Timeline // We anticipate closing applications on February 7. Candidates will be reviewed between February 10 and 11, with first-round interviews held from February 19 to 21 and final interviews scheduled for February 27 and 28. The anticipated start date for the selected candidate is March 24. *These dates are subject to change, but we will communicate date changes to applicants to the best of our ability.

About A.R.T./New York

A.R.T./New York provides vital services to New York City's nonprofit theatre community through funding, training, and affordable space. Our two performance venues in Hell’s Kitchen (53rd Street and 10th Ave), the Mezzanine Theatre and the Jeffrey and Paula Gural Theatre, are hubs for innovative theatermakers and nonprofit companies. We seek a passionate and proactive Theatre Bookings Manager to oversee the sales and marketing of these venues while ensuring operational excellence and alignment with our mission to champion nonprofit theater throughout NYC.

A.R.T./New York’s Commitment to Equal Opportunity:

A.R.T./New York is dedicated to fostering an inclusive workplace where all employees and applicants are treated with respect and equity. We encourage candidates from diverse backgrounds, particularly those underrepresented in leadership, including Black and POC, neurodivergent, disabled, trans, and gender-nonconforming individuals.

We provide equal opportunity in employment, regardless of race, color, religion, age, sex, national origin, sexual orientation, disability, or any other protected status, in compliance with local, state, and federal laws. This policy applies to all aspects of employment, and our leadership is committed to ensuring its enforcement.

To support this commitment, we collect anonymous demographic information from applicants through a Cultural Diversity Survey Form.

For the full Equal Opportunity policy, please visit our website.

Key Responsibilities

Rental Coordination

- Calendar Management: Oversee the Fiscal Year Booking Calendar, strategically optimizing bookings to fill the theatre schedules.

- Client Relations: Serve as the primary point of contact for prospective renters. Lead initial conversations, respond to inquiries, schedule tours, and disseminate information about the theatres.

- Contracts and Paperwork: Draft rental contracts, schedules, and all associated documentation. Maintain the contract and payment tracker to ensure accurate accounts receivable records.

-Renter Support: Schedule and attend walk-throughs and production meetings in collaboration with the Senior Venue Manager. Coordinate renter needs for digital signage and proof marketing materials.

-Approve ticketing websites for seating layout, ADA ticketing, and theatre information.

-Ensure compliance with all ADA requirements and FDNY regulations prior to public performances.

-Marketing Coordination: Update content for A.R.T./New York Theatres’ webpages and printed collateral.

-Close-Out Processes: Oversee post-rental evaluations, process security deposit returns, and finalize financial close-outs including reimbursements and regular updating of the earned revenue report.

Theatre Operations

- Office Management: Welcome visitors, manage phone inquiries, process receipts and invoices, order office supplies, and prepare bank deposits.

- Building Access Management: Maintain the weekly building access schedule, program keycards for renters, and track keycard inventory.

- Front of House Operations: Manage and schedule Front of House Managers, including processing payroll and ensuring a high level of renter support. Maintain up-to-date audience tracking.

- Facilities Coordination: Organize cleaning services, receive deliveries, maintain permitting for FDNY PAs, and monitor inventory to ensure smooth daily operations.

- Expense Tracking: Submit invoices from vendors for payment to bookkeeping and track payments/purchases in the theatre department budget.

Ideal Candidate Profile

- Sales & Marketing Focus: A proactive mindset to actively market the Mezzanine and Gural Theatres, creatively identifying opportunities to align venue offerings with the needs of NYC's nonprofit theatermakers.

- Customer Service Excellence: A natural relationship-builder who prioritizes excellent communication, ensuring smooth, professional interactions with renters and visitors.

- Mission-Driven: A champion for nonprofit theater companies, demonstrating commitment to A.R.T./New York’s mission of supporting individual theatermakers and arts organizations.

- Detail-Oriented Organizer: Able to manage multiple responsibilities with precision, from contract drafting to calendar management.

- Forward-Thinking: Demonstrates consistent innovation and strategic planning to optimize the business model and contribute to long-term organizational success.

Qualifications

- Strong background in theatre operations, event management, and/or venue coordination. The candidate will need to be comfortable reading and interpreting our rental contract and negotiating on our behalf with renters.

- Experience in sales and marketing, particularly in promoting cultural or nonprofit spaces.

- Excellent organizational and communication skills.

- Proficiency in office software (e.g., Microsoft Office, Google Workspace) and familiarity with venue management tools.

- Understanding of ADA compliance and ticketing systems is a plus.

- Passion for supporting NYC’s nonprofit theater community is a must.

- Required to hold or attain an F-03 and S-95 Certificate of Fitness from FDNY within three months of start date. ART/NY will cover costs incurred.