Theatre Rental Manager

About the role

The Theatre Rental Manager oversees the full lifecycle of the organization’s theatre rental program, from initial inquiry through financial reconciliation. The role 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.

Responsibilities

• Rental & Client Management
• Maintain organized digital contract records
• Manage the open call for long term applications
• Cultivate new rental opportunities and partnerships
• 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
• Distribute rehearsal and performance access information
• Coordinate and maintain cleaning schedules
• Review and approve renter marketing materials
• Serve as the primary liaison between renters and internal departments
• Provide on-site support as needed
• Ensure renter compliance with venue policies, insurance requirements, and safety regulations
• Document and address any incidents, damages, or contract violations
• Financial Management & Oversight
• Send invoices for short term and long term rentals
• Track rental payments and outstanding balances
• Conduct financial reconciliations related to rental activity
• Maintain organized digital contract records
• Develop short- and long-term financial projections
• Provide regular revenue and performance reporting to BCA Senior Leadership

Qualifications

• 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 skills
• 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