Company Info

Fantasy Theatre Factory

Miami, FL, United States

Phone: 3052848800
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Company Profile

Scheduling Coordinator


Job ID:



Miami, FL, United States


Administrative Support


15-17 per hour

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Employment Type:

Full time



Job Description:

Theatre for young audiences touring company with a rich 35-year history in the South Florida community is seeking a Scheduling Coordinator to join our team in an entry-level position on a full-time basis. As the key member of the scheduling/programming team, the primary responsibility is to oversee the day-to-day operating function of our grant-funded productions tour schedule, field trip performances and other off-site bookings throughout the State of Florida and out-of-state as well. This is an ever-changing role with a wide variety of actions and responsibilities. We are looking for someone who is self-motivated, enthusiastic, great with customers, and knows how to effectively close a sale via a lead and/or research and identify prospective sponsors.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
  • HS Diploma/GED required; Associate’s or Bachelor’s degree preferred
  • 1-year experience in sales preferred, but not required with the right candidate
  • Strong written and verbal communication skills in English; bilingual Spanish-speaker preferred
  • High attention to detail
  • Proficient in MS Office, Google Calendar
  • Strong multi-tasking skills and ability to work independently under strict deadlines
  • Must be well organized
  • Excellent problem-solving, and critical thinking skills
  • Professional in appearance and a pleasant demeanor, with the ability to handle customer service issues independently
  • Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality
  • Familiarity with Theater Manager a plus

Job Requirements:

Responsibilities will include, but are not limited to:
  • Reports to Theater Manager / Scheduling Director
  • Interacts and manages relationships with numerous sponsors, artists and outside contractors
  • Generate tour schedule for grant reporting.
  • Email all staff and artists weekly on schedule, with updates as needed.
  • Regularly prepare and update the master tour schedule
  • Weekly review, confirm and audit all calendared bookings to identify conflicts and ensure accurate reporting
  • Prepare sponsor contracts and invoicing based on calendared details
  • Ensure timely communication regarding payment and balances
  • Resolve scheduling conflict and customer (sponsor) relations’ issues
  • Work in collaboration with the production team to provide accurate show logistics to sponsors and artists.
  • Implement a process of continuous improvement when it comes to scheduling process and methodology.
  • Assists in supporting weekly payroll.
  • Assists with some human resources tasks as directed by theater manager.
  • Provides front desk support and other clerical support to staff as needed
Position available as of July 1st.  Level II background check and own transportation is required.
Please note this position is a full time, salaried position that is eligible for benefits. 

Schedule: Monday thru Friday 9-5pm with some flexibility and weekend availability required.

How to Apply: Submit resume/cover letter to