Posted: Apr 06, 2021
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
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 email@example.com 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.