Overview
Booking Assistant Jobs in New York City Metropolitan Area at PIER59 Studios
Title: Booking Assistant
Company: PIER59 Studios
Location: New York City Metropolitan Area
Job Summary
Pier59 Studios is seeking a proactive, detail-oriented, and client-focused Assistant Booker to support the daily operations of our bookings team. This role will serve as a liaison between clients, production teams, and internal departments, ensuring seamless coordination of studio rentals and related services. The ideal candidate has a strong understanding of fashion and commercial photo production, excellent organizational skills, and the ability to thrive in a fast-paced, client-driven environment. Provide a summary of the role, what success in the position looks like, and how this role fits into the organization overall.
Salary Range
$50,000 – $65,000
Responsibilities
1. Client Relations & Scheduling
Act as primary support in managing the bookings calendar, including placing, confirming, releasing, and updating studio options in coordination with the Bookings Manager.
Maintain ongoing communication with clients regarding availability, option status, and booking updates.
Alert clients with existing holds of any new confirmed bookings that may affect their options.
Assist with the allocation and management of options in accordance with booking protocols.
Place and follow up on studio challenges in coordination with the Bookings Manager and clients.
Serve as a liaison between clients and internal departments to ensure accurate execution of client needs.
2. Booking Administration
Generate and distribute contracts and advance invoices post-confirmation in a timely and accurate manner.
Ensure all required paperwork and advance payments are collected before the start of any shoot or event.
Track and collect client call times and call sheets daily; disseminate information to internal teams and update the studio rental system accordingly.
3. Database Management
Maintain and update the client contact database using call sheets, contracts, email communications, and other available sources to ensure the accuracy and relevancy of client information.
4. Insurance & Compliance
Verify that all confirmed clients have a valid Certificate of Insurance (COI) on file meeting our required specifications.
Request and track COIs from clients when needed to ensure compliance before the shoot date.
5. Budget Negotiation
Support the Bookings team with managing and negotiating studio rates and overtime charges, receiving approval from the Bookings Manager and/or Studio Director as necessary.
7. Cross-Departmental Collaboration & Special Projects
Fill in supplementary responsibilities of the Bookings Manager during their absence, with oversight from the Studio Director.
Take on special projects and administrative tasks as assigned by senior management, contributing to the overall efficiency and service quality of Pier59 Studios.
Qualifications
1–2 years of experience in studio operations, photography/production coordination, or client services (preferably in a studio setting such as Milk, Jack, or Highline).
Strong knowledge of the fashion, beauty, or commercial photo industry.
Excellent written and verbal communication skills.
Highly organized with exceptional attention to detail.
Proficiency in rental/CRM software and MS Office Suite.
Ability to multitask, prioritize, and work under pressure in a fast-paced environment.
