Booking Manager in Boston, Massachusetts at Mass Convention CenterAuthority

SUMMARY:

About the Massachusetts Convention Center Authority (MCCA)

The Massachusetts Convention Center Authority (MCCA) owns and oversees the operations of various facilities such as the Thomas M. Menino Convention & Exhibition Center (MCEC), The Lawn On D, and the John B. Hynes Veterans Memorial Convention Center. We are committed to delivering world-class event experiences that drive statewide economic growth, foster innovation, and exceed customer expectations all while cultivating a workplace culture that values excellence, inclusivity, and employee well-being.

Position Overview
Responsibilities include, but are not limited to, managing the day-to-day procedures and policies to book facility events, including using venue management applications and other related systems, in a timely manner. Generating facility contracts and managing the approval process for such contracts. Serving as liaison between the Boston Convention Marketing Center (BCMC) and MCCA operations, legal and finance staff for all booking activities. The Booking Manager will review event profiles and contract information to generate accurate and complete Event Licensing Agreements, addenda, and reports in an efficient manner. The Booking Manager serves a key point of contact in event-related reporting and data gathering to help Authority personnel assess their business performance and outlook.

Essential Duties & Responsibilities: The Authority’s Director of Standardization & Quality Assurance may designate various other activities. The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time for any reason.

Booking Coordination:

• Develop and maintain a strong working relationship with the sales departments of the BCMC.
• Communicate regularly and effectively with BCMC Sales personnel in booking convention space at the Hynes, MCEC, and Lawn on D.
• Implement all required policies and procedures to maintain a correct book of business that is continually audited for accuracy.
• Train Standardization & Quality Assurance staff on the Authority’s venue management system as needed.
• Produce reports as needed for the MCCA and BCMC staff.
• Create bookings for internal meetings, construction holds, space holds, and operational holds or any other categories used by the Authority for the use of space.
• Close out events based on post reports generated by the exclusive food & beverage providers.
• Transition events through various stages in MCCA event management database beginning from inquiry to facility contract with Sales through to close out of events for Event Services and Accounting.

Contracts:

• Validate all tentative and facility contracted events booked by the BCMC, including securing or providing required Authority approvals per adopted standard operating procedures documents.
• Create, process, and complete contract forms, verify accuracy repeatedly throughout cycle.
• Develop and maintain a system, in partnership with BCMC, to track pending business opportunities, including projected contract dates, anticipated or requested language or financial changes to adopted standard policies, and responsible MCCA or BCMC staff person to whom various items may be assigned for resolution.
• Develop and maintain a system for retention of Event License Agreements and Addenda.
• Upload documents to the MCCA electronic signature system as needed and oversee the flow of progress in executing such documents.
• Function as Liaison between the BCMC and other Authority staff.
• Work closely with the Legal team (including the General Counsel, Associate General Counsel, and Assistant General Counsel) as well as the Chief Financial Officer and other finance personnel in the contract phase to ensure all legal and financial edits are approved by the necessary parties.

Process Oversight and Improvements:

• Develop a knowledge and understanding of the booking activities of the BCMC in order to organize and document a systematic means to identify potential problems and their prevention.
• Attend weekly sales meetings alternating between the Citywide Convention Sales & Hotel Relations Group and the Event & Media Sales departments of the BCMC.
• Attend monthly Lawn on D sales meetings with the MCCA, Event & Media Sales department, and representatives from exclusive food and beverage provider.
• Compile, generate, and maintain Standard Operating Procedures (SOPs) related to various aspects of booking an event.
• Create and maintain a training binder for all tasks related to the Booking Manager’s job for a back-up to use as a quick reference guide.
• Research and gather information on best practices and industry changes with respect to booking in the hospitality and venue management industries to keep Boston a leader among its peers in this area.
• Serve as key point of contact for the Director of Standardization and Quality Assurance for procurement, enhancement and deployment of the Authority’s venue management applications.
• Works independently on special projects as needed.

SUPERVISION RECEIVED: Supervision is provided by the Director of Standardization and Quality Assurance and includes assignment of duties, inspection of work, training, coaching, and performance evaluations.

EDUCATION/ EXPERIENCE: Related work experience in event management and/or contract management beneficial, knowledge of state-of-the-art computer word processing and analytical tools such as Microsoft Excel, Word, and Outlook. Organizational skills, professional maturity, and ability to maintain confidentiality are essential.

A well-organized individual who is a collaborator and can relate to people at all levels of an organization, possesses excellent communication skills, flexibility and is committed to the MCCA’s Mission.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE: Standard business hours of Monday through Friday, 9AM-5PM but may be required to work outside of typical business hours during peak or busy seasons (typically at the end of the calendar and fiscal year).

All positions within the MCCA are designated as on-site roles. As such, this position requires in-person attendance five days per week. Remote or hybrid work arrangements are not part of MCCA's operational model.

DRESS CODE: In order to project a professional image and the level of dignity and decorum that is required when serving the public, good grooming and professional attire is expected of all employees.

EMPLOYMENT AT-WILL: Employment with the MCCA is at-will. This means that either the employee or the MCCA may terminate the employment relationship at any time, with or without cause or notice, and nothing in this job description shall be interpreted to alter this at-will relationship.

EQUAL EMPLOYMENT OPPORTUNITY (EEO) STATEMENT: The Massachusetts Convention Center Authority (MCCA) is proud to be an equal opportunity employer. We welcome qualified applicants of all backgrounds and do not discriminate based on race, color, religion, sex, national origin, ancestry, age, disability, sexual orientation, gender identity or expression, military or veteran status, genetic information, or any other legally protected category.

If you require a reasonable accommodation during the application or interview process, please contact our Human Resources team.