Theatre Rental Manager

Boston Center for the Arts•Boston, MA

1d•$55,000 - $60,000•Hybrid

About The Position

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.

Requirements

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
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

Responsibilities

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
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
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