Facility Coordinator

Posted by Wellspring/Cori Terry & Dancers ; Posted on 
Facility Coordinator




Works as part of a small team to facilitate the smooth functioning of a fast-paced, non-profit performing arts organization. The Facility Coordinator is responsible for the scheduling and maintenance of the Wellspring Theater, including initiation and management of rentals. This position requires an effective communicator and collaborator who can professionally interact with rental clients, event guests, staff, and audience members.

Immediate Supervisor: Executive Director

Duties and Responsibilities

Coordination of Rental and Facility Usage

  • Provide facility and availability information to potential rental clients, answer questions, and address needs

  • Process rental paperwork and requirements with rental clients

  • Maintain communication with rental clients throughout the planning phases of event management including scheduling, technical, security, etc.

  • Create and maintain files for rental clients

  • Work with Finance Coordinator to create Rental Estimates for all rental inquiries

  • Work with the Executive Director to market the Wellspring Theater as a rental facility

  • Work with Epic Center building partners on the usage of auxiliary spaces for Wellspring Theater events

  • Maintain MyFacilityDude to schedule all theater usage as well as auxiliary space usage

  • Maintain internal Google calendar to schedule theatre usage for organizational visibility and planning

  • Schedule necessary staff (house managers and technicians) for all Wellspring Theater events

  • Provide house manager training for new house managers

  • Submit work orders to appropriate offices for all outside service needs (equipment, custodial, etc.)

  • Contract with outside Security for events when necessary

  • Run quarterly reports on rental activity for presentation to the Board

Facility Maintenance

  • Ensure a safe, clean, and inviting environment in Wellspring facilities by organizing storage closets and set rooms, restocking supplies, etc.

  • Purchase theater and facilities supplies

  • Submit work orders for maintenance issues and concerns

Performances and Special Events 

  • Assist with aspects of performances and special events (facility and technical needs; ticketing; etc.)

  • Assist with concerts and special events (hospitality; tickets and programs; receptions; etc.)

  • Assist Artistic Director with performance needs/purchases (costumes; sets; music; etc.)

General Administrative Operations and Duties

  • Answer telephones, retrieve messages, and assist walk-in patrons

  • Participate in monthly Wellspring staff meetings; communicate facility schedule and transition information to the team

  • Attend monthly Epic Center tenant meetings

  • Assist Executive Director with other administrative office tasks as requested/needed

Core Competencies, Skills and Qualifications

  • Effective experience in event management, facility rental, and coordination with a customer service mindset.

  • Excellent verbal and written communication and interpersonal skills; demonstrated problem-solving abilities; ease in handling both pleasant and difficult situations and interactions.

  • Ability to meet a flexible schedule which includes working some evening/weekend events.

  • Extremely well organized with attention to detail; dependable, self-motivated, and able to handle multiple priorities in a fast-paced environment while remaining professional, calm, and respectful.

  • Self-starter; able to adapt well to complex and changing situations.

  • Ability to interact with Wellspring patrons in a manner that promotes customer satisfaction and presents a positive image of the organization at all times.

  • Successful experience working as a part of a multidisciplinary team and working effectively with persons from diverse backgrounds.

  • Proven experience with Microsoft Windows, Microsoft Office Suite (Excel and Word Processing);  Gmail/Google Apps desired.

  • Experience/Interest in the arts is preferred.


Estimated Hours and Schedule 

  • Office Hours: an average of 10  hours per week (schedule to be determined)

  • Additional hours will be required during special events when in role of House Manager



Hourly.  Range: $12-$15/hr based on experience.  Paychecks are issued the 15th and 30th of each month.



  • Comp/Flex Time available

  • Complementary Wellspring concert tickets (two per concert series)

  • Voluntary TIAA-CREF retirement plan

  • Worker’s Compensation insurance coverage

  • Dance Academy tuition for self or one family member for one class per month

  • Access to professional development opportunities (workshops and conferences) as they arise


How to apply

Interested candidates should submit a cover letter and resume to wellspring@wellspringdance.org subject: Facility Coordinator Position.

The position will be open until filled with priority given to candidates who apply by April 20th. 

Wellspring follows an equal opportunity employment policy that guarantees employment opportunities, training, promotion, and work environment to be free of any discrimination based on race, color, religion, age, weight & height, gender, gender identity, sexual orientation, marital status, national origin, ethnic background, handicap, disease, or veteran status.