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PURPOSE
The Bookings and Marketing Coordinator is responsible for coordinating the use of the facility/facilities. The candidate must self-motivate with the initiative and drive to promote and book events for the facility through an aggressive marketing and sales program. Is the first point of contact for prospective and existing clients of the organization and as such must demonstrate a clear understanding of the importance of good customer relations.
KEY FUNCTIONS Management:
Establishes with direct reports individual tasks and targets to be achieved within the designated time frames and/or cost/quality parameters. Prepares budget for and administers the functions of the Bookings and Marketing Section with approval budget. Appraises the extent of task achievement by and the performance and potential supervision of staff under immediate supervision. Administers other established human resource, financial, legal, and corporate management policies and procedures and monitors compliance by staff with these policies and procedures. Operational/Technical/Professional: – Leads on the audience development strategy, focusing on utilizing box office data and customer demographics to target and build new audiences alongside cross-pollenating existing customer segments.
Liaises with visiting producers and assesses the marketing and public relations campaigns for all inhouse productions and visiting shows /events to secure maximum media coverage and drive ticket sales. Works with the theatre directors to meet and exceed targets both for box office revenue and audience development. Initiates programmes to heighten the image of the facility and markets its use in a systematic, structured, and creative manner. Leads on the creation and primary activity on all marketing and PR channels, including outdoor and print, tabloid, radio, TV, social media, and digital channels. Is the key organizational contact for all media and PR enquiries. Develops and implements the marketing and promotion activities of the facility including developing budget submissions and follow-through systems and procedures. Executes social media management for all facilities under SAPA by utilising several different social media platforms (Facebook Instagram, Twitter) to post upcoming bookings and events. Prepares annual calendar of all activities and bookings for the facility/facilities and updates same to reflect new, postponed or cancelled bookings. Conducts meetings, and consultations with clients, and schedules site visits to determine booking requirements and recommend the most suitable spaces and dates for their event. Manages and leads on the implementation and development of suitable audience feedback channels (including surveys, focus groups etc). Ensures timely distribution of all print media, both within the building and externally, to ensure regular and smooth changing of posters, adverts, exit flyers, ticket inserts etc, utilizing Box Office & Sales Staff where possible. Maintains and monitors analysis of current and historic sales performance. Analyse and monitor the return on investment of key regular marketing activity including seasonal brochures, external advertising, e-spots and direct mails etc. Liaises with visiting producers and promoters to create and manage marketing campaigns which are tailored to each production and its target audiences. Undertakes monthly budget and performance reporting ensuring accurate and suitable budget monitoring at all times. Liaises with the Researcher/Archiver to archive all photographic content and artwork, contributing towards the significant theatre archive. Works alongside other senior managers to promote and implement an exceptional customer service experience and to execute approaches to maximize audience cross-pollination. Develops annual marketing plan in conjunction with the Business Development Officer and identifies opportunities for new business. Preparation of client quotations and invoices, follows-up on same, and prepares paperwork for payment for rental spaces maintaining payment listing. Administers contracts as required. Follows up on client paperwork (e.g., COTT licence, EMA noise variation documentation, Fire and Police certificate/coverage, bar licence etc.) payments, pre-show and preparation of post-show documentation. Prepares and provides relevant information on events/bookings for Front of House Coordinator and Technical Coordinator. Executes any other related duties as assigned
KEY RELATIONSHIPS Internal:
Leadership and Management Teams, All Departments. External: Patrons, independent contractors, suppliers, vendors, Television, Radio, the Press, International Performing Arts Institutions and individuals, Potential Customers and Clients.
PERSON SPECIFICATION
Education: – Bachelor’s Degree in Public Relations, Marketing/Communications. – Certificate in Project Management would be an asset. Experience: – A minimum of five (5) years’ leadership experience in a similar role. – Experience working in a theatre and providing premium sales and marketing levels. – Experience of liaison and relationship management with external bookers and internal departments. – Experience of successfully managing/supervising a delivery of large-scale marketing & promotional campaigns and budgets for theatre productions. – Experience of delivering sales campaigns.
JOB COMPETENCIES: Knowledge/Skills Knowledge of: Marketing Management, Bookings Management, Brochure Design, Distribution Campaigns, Box Office and CRM software, Adobe Photoshop or similar graphic design software, Sales Campaigns, Events Managers, Market Analysis and Reporting, Public Relations, Sales Management, Brand Management, Business Development. – Team Leadership – Communication (oral & written) – Problem Solving – Business Acumen – Planning and Organizing – Relationship Management – Customer Service – Technical and Professional skills
KEY ATTRIBUTES: – Attention to detail, requires being careful and thorough about details, recognizing the impact of decisions.
Results oriented, requires establishing and maintaining challenging achievement goals and exerting effort toward mastering tasks. Ability to formulate and implement an effective overall marketing and promotion plan. Ability to work flexible hours when necessary. Ability to exercise diplomacy and tact when dealing with clients, members of the public and staff. Ability to display strong verbal and written communication skills. Demonstrates exceptional liaison and relationship management with press and public relation activities. Flexibility, problem-solving skills, accuracy, ability to work under pressure and good communications skills. Excellent tact and skill in dealing with the public with experience of handling complaints and enquiries.
EQUIVALENT QUALIFICATIONS AND EXPERIENCE –
Any equivalent combination of qualifications and experience will be considered.
WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment and other equipment that will be standard in preparing a theatre for use by patrons and performers. This job operates at irregular hours based on the schedule of the theatre and the incumbent is required to work late and/or work shift, public holidays and weekends based on the theatre schedule.
Applications must be addressed to:
Chairman of the Board
Southern Academy for the Performing Arts
Submit:
• Applications via email to sapavacancies@gov.tt
Applications must include:
Cover Letter
Detailed Resume/Curriculum Vitae
Two (2) professional references
Copies of relevant certificates
A Police Certificate of Good Character (No older than 6 months or in the interim, the official receipt will be accepted.)
DEADLINE:
August 26, 2026 at 4:00 p.m.
Late applications WILL NOT be considered.
Only shortlisted applicants will be acknowledged.
For complete Job Description:
Please visit mccd.gov.tt
