Booking & Operations Manager

Position Overview
We are seeking a full-time Office & Booking Operations Administrator to work in person from our Nashville office alongside our booking and operations teams.

This position is designed for someone who is highly organized, efficient, proactive, and comfortable working in a fast-moving environment where details matter. An interest in entertainment, live events, hospitality, or production is strongly preferred.

The right person will enjoy creating structure, maintaining organized systems, managing checklists, and being the dependable person behind the scenes who helps everything run smoothly. You should be someone who notices what needs to be done, thinks ahead, and takes genuine satisfaction in keeping projects, paperwork, and people on track.

We are looking for a natural problem-solver with a helpful, team-first attitude and the ability to manage several responsibilities at once with professionalism and efficiency. This is an important support role with exposure to nearly every area of the business, including office administration, booking, contracts, invoicing, event logistics, client communication, marketing, and accounting coordination.

For the right person, there is meaningful opportunity to grow within the company.

Candidates must have their own computer, a positive attitude, and the ability to work from our Nashville office full time.

You May Be a Great Fit for This Position If You:

Are upbeat, dependable, organized, and genuinely enjoy helping others

Perform well in a fast-paced environment where priorities may change throughout the day

Have excellent attention to detail and take pride in completing work accurately

Enjoy working with calendars, checklists, deadlines, and clearly defined processes

Naturally anticipate needs and address potential issues before they become problems

Are comfortable learning new technology, systems, and software platforms

Communicate clearly and professionally, both verbally and in writing

Have experience or a strong interest in entertainment, live events, hospitality, client service, or production

Manage your time effectively and can help keep others on schedule without micromanaging

Understand the importance of professionalism, confidentiality, discretion, and sound judgment

Are comfortable working independently while also contributing as part of a collaborative team

Have a proactive “What can I do to help?” mindset

Primary Responsibilities
Office Administration and Daily Operations

Manage the day-to-day administrative needs of the Nashville office

Serve as the internal point of contact for office communication, scheduling, reminders, and general logistics

Process incoming and outgoing mail, packages, deliveries, and shipments

Assist with office-related payments and maintain organized records of expenses and documentation

Help resolve basic office technology issues involving printers, scanners, internet service, computers, and other equipment

Oversee office vendor relationships and communicate with service providers regarding updates, scheduling, billing questions, or service issues

Maintain organized digital and physical filing systems

Keep internal documents, shared folders, templates, and company resources accurate and up to date

Assist with documenting, maintaining, and improving internal processes and procedures

Manage the office calendar, coordinate meetings, schedule appointments, and send reminders to the appropriate team members

Support company-wide organization efforts and other administrative projects as needed

Bookkeeping and Accounting Coordination

Serve as the primary internal liaison between the company and its outside bookkeeper

Organize and provide the bookkeeper with invoices, receipts, payment records, vendor documentation, and other requested financial information

Help ensure bookkeeping documents are submitted accurately and on schedule

Track questions or requests from the bookkeeper and coordinate with the appropriate team member to obtain answers

Maintain organized financial and payment-related records for easy reference

Assist with monitoring incoming client payments and outstanding balances

Help communicate payment updates, discrepancies, or missing documentation to the appropriate agents or team members

Coordinate with the bookkeeper on routine accounting needs, payment records, and administrative follow-up

Support the team with collecting vendor forms, payment details, tax documentation, and other bookkeeping-related materials when needed

Booking Administration and Contract Support

Prepare and issue template-based contracts, deal memos, and invoices for confirmed regional entertainment bookings

Review documents for accuracy before they are distributed

Maintain organized records of issued contracts, invoices, deposits, and final payments

Track outstanding paperwork, signatures, deposits, balances, and other required booking documents

Follow up with clients, band leaders, vendors, and entertainment representatives on behalf of the booking agents

Communicate with clients as needed to coordinate event information, paperwork, signatures, payments, or other booking details

Assist the booking team with proposal follow-up processes and ongoing client outreach

Help ensure active opportunities and confirmed bookings continue moving forward

Update internal systems and records as booking information changes

Regional Entertainment and Event Coordination

Advance local and regional band performances from the time of booking through the event

Serve as the primary point of contact for band leaders and clients regarding event details and logistical information

Collect and organize schedules, venue information, production requirements, arrival instructions, parking details, contacts, hospitality needs, and other relevant event information

Communicate event details clearly to the band leader, client, venue, vendors, and internal team

Confirm that required paperwork, payments, schedules, and event details have been received before the performance

Help identify missing information or potential logistical issues and follow up until they are resolved

Assist with event preparation and other operational needs leading up to confirmed performances

Represent the company at select events, showcases, or artist performances when needed

Marketing and Team Support

Assist with company marketing initiatives and administrative marketing projects

Organize artist photos, biographies, videos, logos, promotional materials, and other digital assets

Help keep proposals, presentations, artist materials, templates, and internal team resources current

Support the team with proposal preparation and organization when needed

Participate in event preparation, company organization projects, and team-wide initiatives

Provide additional administrative, booking, marketing, and operational support based on the evolving needs of the company

Desired Skills and Experience

Strong written and verbal communication skills

Excellent time-management skills and the ability to prioritize competing responsibilities

Exceptional organization and attention to detail

Ability to follow established processes while also identifying ways to improve efficiency

Comfortable using email, calendars, shared drives, file-management systems, video-conferencing platforms, and standard office technology

Tech-savvy and able to learn unfamiliar platforms quickly

Comfortable handling basic financial documentation, invoices, receipts, payment records, and bookkeeping communication

Experience in office administration, bookkeeping coordination, client service, entertainment, hospitality, live events, or production is a plus

A calm, confident, and solutions-oriented approach to challenges

Ability to work independently and collaborate effectively with a team

Professional and friendly when communicating with clients, vendors, artists, band leaders, and coworkers

Willingness to take initiative, follow through, and help wherever support is needed

Work Environment

This is a full-time, in-person position based in Nashville. Occasional attendance at evening events, artist performances, showcases, or other off-site company activities may be required.

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