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Theatre Rental Manager

Boston Center for the Arts

Role overview

Qualifications

  • 3–5+ years experience in venue operations, arts administration, or rental management
  • Experience with budgeting, financial reporting, and reconciliation
  • Excellent organizational and time management skills
  • Familiarity with scheduling softwares and project management databases

Responsibilities

  • Monitor all rental inquiry channels and serve as primary contact for renters
  • Draft, execute, and manage rental contracts and addendums
  • Update and maintain all theatre and studio calendars
  • Track rental payments and outstanding balances

Key facts

Hard skills

Property Leasing Financial Management Arts Administration Corporate Financial Reporting Contract Management Project Management Client Services

Other skills

  • Budgeting
  • Organizational Skills
  • Communication
  • Time Management
  • Social Skills
  • Problem Solving
  • Detail Oriented

About the company

Boston Center for the Arts logo

Boston Center for the Arts

Art

Mission Boston Center for the Arts (BCA) is a not-for-profit performing and visual arts complex that supports working artists to create, perform and exhibit new works, develops new audiences, and connects the arts to community. The Complex The BCA’s 190,000 square foot campus consists of: • Four theatres. These include the BCA Plaza Theatre with 142 seats; the BCA Plaza Black Box with up to 90 seats, as well as the new, state-of-the-art Stanford Calderwood Pavilion, which houses the Roberts Studio Theatre with up to 209 seats and the Wimberly Theatre with up to 370 seats. • Rehearsal and education space. Rehearsal Hall A and Deane Rehearsal Hall in the Calderwood Pavilion are the main rehearsal spaces for larger companies and are also used for performances, events, and meetings. • The Mills Gallery. The premier, independent non-profit gallery in Boston, showing the work of local and national, established and emerging artists • The Tremont Estates Building. The Artists Studio Building is the working home for over 50 artists. • The Cyclorama. Opened in 1865, the Cyclorama is on the National Register of Historic Places. Featuring a copper skylight dome atop a round brick-lined 23,000 square foot space, the Cyclorama can host up to 1,200 visitors. • The Boston Ballet Building. This Graham Gund-designed building has been home to the Boston Ballet for 16 years. • The Community Music Center of Boston (CMCB). Now in its 99th year, CMCB has positively impacted the lives of thousands of children and adults each year, many of them underserved, through lessons and classes on site, in the Boston Public Schools, through social service agencies and at community centers. • Beehive Jazz Café, is nestled in the BCA complex in space that was once occupied by a black-box theatre at street level and a basement. Now, a dining room on the upper level overlooks the lower level café and stage where live jazz is featured nightly.

Company details

Company typeTPE
IndustryArt
Company size11 - 50

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Job description

ABOUT BCA
A leading force in the city’s cultural community, Boston Center for the Arts has supported thousands of individual artists, small organizations and performing arts companies, who add depth and dimension to the Boston arts ethos. Through residencies and programming, Boston Center for the Arts serves as an epicenter for an expanding cohort of artists working across all disciplines, and has catalyzed careers by providing fertile ground for experimentation and artistic risk-taking.

RACIAL EQUITY COMMITMENT
Black Lives Matter. It is incumbent upon us to act accordingly, and to identify those ways that we, as a leading cultural organization, can stop perpetuating pervasive and systemic white supremacist practices and lead through our actions. Boston Center for the Arts (BCA) is committed to doing the hard work of dismantling even the most subtle forms of white supremacy in our organization, in our practices, and in the work we do to help make Boston a place where ALL artists can live and thrive.

POSITION CONCEPT

The Theatre Rental Manager oversees the full lifecycle of the organization’s theatre rental program, from initial inquiry through financial reconciliation. The Theatre Rental Manager works in collaboration with the Director of Theatre Arts and is responsible for the day-to-day management, scheduling, utilization, and coordination of all theatre spaces on BCA’s campus: Plaza Theatre, Black Box Theatre, Studio 204, Studio 414, Martin Hall and Arts Resource Room. This role manages renter relationships, contracts, scheduling, and on-site logistics while also maintaining financial management – including tracking payments, monitoring budget performance, and developing revenue projections. Serving as the primary liaison between renters and internal teams, including but not limited to – front-of-house, box office and marketing – this role ensures that all logistical and communication needs are successfully implemented and that the stewardship of our spaces honors artists needs while balancing our institutional capacity.

The ideal candidate is highly organized, financially literate, client-centered, and comfortable managing both operational details and big-picture planning within a nonprofit arts environment. 

This is primarily an in-person position with 1 work-from-home day per week + a bank of remote days to use throughout the year.

KEY RESPONSIBILITIES

Rental & Client Management

  • Monitor all rental inquiry channels, including long-term rental applications and rehearsal inquiry forms
  • Serve as primary point of contact for renters from inquiry through contract
  • Track all necessary renter and internal deadlines related to the rental contract. Including, but not limited to:
    • Payments
    • Insurance
    • Special Event Requests
  • Ensure renters receive timely and accurate communication upholding customer service standards set forth by leadership
  • Draft, execute, and manage rental contracts and addendums
  • Submit finalized contracts for payment processing
  • Maintain organized digital contract records
  • Collaborate with the Director of Theatre Arts on updating the rental applications, including long term and inquiry forms, each fiscal year
  • Manage the open call each fiscal year for long term applications
  • Actively cultivate new rental opportunities and partnerships to support earned revenue goals
  • Conduct outreach to artists, producers, and organizations to promote rental opportunities in collaboration with BCA Marketing team
  • Gather and assess renter feedback to improve systems, communication, and overall program effectiveness, in collaboration with the Director of Theatre Arts
  • Support equitable access to rental opportunities and inclusive practices within the rental program

Rental Logistics

  • Update and maintain all theatre and studio calendars
  • Approve rehearsal and performance schedules with renters based on space availability and applicable hours of operation
  • Distribute rehearsal and performance access information
  • Coordinate and maintain cleaning schedules
  • Review and approve renter marketing materials for alignment and accuracy
  • Serve as the primary liaison between renters and internal departments including marketing, box office, and front-of-house
  • Provide on-site support as needed to ensure successful execution of rental activity
  • Ensure renter compliance with all venue policies, insurance requirements, and safety regulations
  • Document and address any incidents, damages, or contract violations in coordination with operations and leadership

Financial Management & Oversight

  • Send invoices for short term and long term rentals as it relates to all theatre spaces.
  • Track rental payments and outstanding balances
  • Conduct financial reconciliations related to rental activity
  • Monitor and track rental program budget performance in collaboration with the Director of Theatre Arts
  • Develop short- and long-term financial projections in collaboration with the Director of Theatre Arts
  • Provide regular revenue and performance reporting to BCA Senior Leadership
  • Ensure contracts align with approved rates and budget goals set by the Director of Theatre Arts and BCA Senior Leadership

QUALIFICATIONS

Knowledge and Experience
  • 3–5+ years experience in venue operations, arts administration, or rental management
  • Experience with budgeting, financial reporting, and reconciliation.
  • Experience drafting and managing contracts
  • Excellent organizational and time management skills
  • Familiarity with scheduling softwares and project management databases (such as Asana, Trello, Artifax)
  • Strong written and verbal communication
  • Ability to manage multiple projects and timelines simultaneously
  • Experience in nonprofit arts organizations preferred

Personal Qualities

  • Detail-oriented and systems-driven
  • Client-focused with strong interpersonal skills
  • Respects and values diverse perspectives
  • A positive, nimble, and creative thinker with a proven ability to take initiative and tackle complex challenges
  • Strong organizational skills and attention to detail
  • Collaborative, flexible, and team-oriented
  • Proactive problem solver with the ability to adapt in a fast-paced environment
  • Comfortable working independently and cross-functionally
  • Demonstrates integrity, professionalism, and respect in all interactions
  • Possesses a genuine passion for the arts and cultural work
JOB STRUCTURE AND BENEFITS
This is a full-time, exempt position.
  • Compensation range: $55,000 – $60,000 based on experience.
  • Boston Center for the Arts offers a comprehensive benefits package including 4 weeks of paid time off, and 2 weeks of additional paid administrative closure.
  • Benefits: 80% BCA-sponsored health, dental, and vision insurance, flexible spending plans, short-term disability, and a 403(b) retirement savings plan.
  • This is primarily an in-person position with 1 work-from-home day per week + a bank of remote days to use throughout the year.
  • Complimentary tickets to BCA and BCA partner events and performances.
Please submit a resume and a cover letter with your application. Applications will be reviewed on a rolling basis.
Boston Center for the Arts is an Equal Opportunity Employer. The BCA prohibits discrimination based upon an individual’s age, ancestry, citizenship, color, creed, disability, ethnicity, marital status, national origin, race, religion, sex, gender, sexual orientation, veteran status, or any other characteristics protected by applicable federal, state or local law.
 

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