Coordinator, Theater Operations

DEPARTMENT:

Theater Operations includes Event Operations, Security and Public Safety, Facility Rentals, Engineering and Facilities, Housekeeping, Landscaping, Food and Beverage Operations, and Theater Operations Administration areas. This team works in high collaboration supporting events, performances, and meetings across the arts campus in venues ranging from Segerstrom Hall, the Renee and Henry Segerstrom Concert Hall, Samueli Theater, Julianne and George Argyros Plaza, Judy Morr Theater, the Education Lab and Studio Performance Space. If it happens at the Center, Theater Operations is playing a critical role in achieving a successful outcome.

JOB SUMMARY:

The Theater Operations Coordinator plays a critical role in organizing the administrative and operational functions of all the Theater Operations departments and works closely with the Center’s Programming, Production, and Finance teams. This position’s focus is on timely and accurate accounts payable tasks and procurement, administrative and planning support for events and campus operations, and event finance settlements and reconciliation, as well as execution and oversight of day-to-day organizational needs across the department and campus, in general.

JOB DUTIES*:

Prepares all Theater Operations (ThOps) departmental accounts payables (invoices), quotes, and proposals and incorporates into purchase order database creating individual purchase orders for the Center, the majority of which are for the following ThOps departments:
Theater Operations Administration
Event Operations
Facilities and Engineering
Security and Public Safety
Also processes invoices for Programming and Production departments.
Ensures accurate and complete data entry of purchase order information, understand and apply proper general ledger account numbers and project codes within the system and makes necessary corrections and edits.
Prepares and organizes accounts payable paperwork and invoices for submission to the Finance. department on a weekly basis under a defined timetable, follows up with any payments/vendor checks that require special handling, completes check requests for vendors not in the system, as needed.
Coordinates and communicates with vendors regarding necessary paperwork and forms.
Responsible for preparing financial Internal Department Recharges for operational costs incurred, including labor, front of house, and production expenses.
Balance administrative tasks for the Theater Operations department to allow a smooth and efficient workflow throughout the department. Provide process information and procedural guidance regarding administrative tasks to the Theater Operations administrative and management teams to ensure efficient and effective performance and consistency across all areas and departments.
Process expense reports and petty cash requests for the Theater Operations departments, reconciling statements, requesting cash, and distributing as necessary. Hold petty cash for Theater Operations Administration.
Manage and reconcile the Theater Operations department corporate credit card, each month.
Manage the Center’s Authorized Drivers Program both for the use of Center-owned vehicles, and for the use of personal vehicles for work purposes. This includes, managing annual registration renewals, scheduling maintenance and repairs vehicles, maintaining a list of authorized drivers, and addine new authorized drivers to the Center’s insurance program.
Serves as the primary Theater Operations representative on the Center’s Safety Committee. Participate in quarterly and ad hoc Safety Committee meetings as scheduled.
Responsible for venue performance statistics in VenueCube. Executes annual performance data gathering, analysis, and summary reporting utilized by Marketing/PR, Finance, Audience Services, and Programming.
Compiles and submits quarterly reports to ASCAP, BMI, and SESAC music licensing agencies to account for royalties due to Center-presented events and performances.
Create monthly and quarterly vendor invoices, including following up on past due amounts and tracking payments.
Ensures that proper documentation for food trucks or other similar vendors is received prior to their scheduled arrival, which includes certificates of insurance, health and operating permits, and business licenses as detailed in the Center’s Food Truck Requirements, protecting liability to the Center.
Maintains a spreadsheet of permits and service contracts and agreements, a vital planning resource for all Theater Operations departments including Production, Facilities & Engineering, and Security to track renewal dates, costs, and expected price increases, and all area annual budget planning.
Manage the Center’s accounts with third-party water provider for water cooler inventory and weekly deliveries, including notifications to Security department and Center’s Office Services Coordinator to assist with acceptance of deliveries.
Provides administrative support for new and ongoing initiatives by the Center which may include meeting attendance and note taking, proofing, and distribution.
Work in close coordination with all areas of Theater Operations to assist with the production of events, concerts, and activities related to ongoing performances and independent series as needed or assigned.
Track and reconcile valet and structure parking by logging daily reports from the Center’s valet provider and review invoices to ensure accuracy. Provides summary reports quarterly and annually on valet usage by patrons and cost to the Center.
Oversee the weekly department staff calendar providing event info gathering, inputting, and sending staff reminders and potential of scheduling part-time support staff.
Manage the Theater Operations staff intranet file repository by ensuring shared files are updated and information is current. Ensure all Theater Operations departments maintain their repositories accordingly.
Communicate performance and event running times via email to all Center departments and external partners (catering, valet, etc.).
Track union maintenance labor for Production and provide reports as needed for annual budgeting and budget forecasting.
Assist with analysis and distribution of patron feedback (collected by the Center’s Marketing department) to appropriate Theater Operations areas.
Work with Production teams to forward packages/deliveries to touring productions as needed, in collaboration with the Center’s Office Services Coordinator.
Supports and conducts special projects as directed/as needed.
*- Other duties may be assigned by the supervisor in support of departmental goals

REQUIREMENTS*:

Bachelor’s degree preferred; Associate’s degree (A.A.) or equivalent from two-year college or technical school and/or 1-3 years related experience or equivalent combination of education and experience in an administrative office setting.

Previous experience with VenueCube is a plus.

Proficiency with Microsoft Office suite (Word, Excel, and Outlook), Adobe PDF, and strong knowledge of data entry and office systems is essential.
Must be able to communicate effectively with all levels within the organization.
* – Consistent with its obligations under the law, Segerstrom Center for the Arts will provide reasonable accommodation to any employee with a disability who requires accommodation to perform essential functions of their job

COMPETENCIES:

Experience with purchasing process, software, or online purchasing/accounting systems preferred but will train.
Always demonstrates a courteous and helpful demeanor to all co-workers, vendors and visitors.
Excellent written and verbal communication skills.
Establishes and maintains a positive and mutually respectful working relationship with co-workers to promote a quality customer service experience and work environment.
Demonstrates attention to detail, strives for performance excellence, accuracy, and timeliness.
PHYSICAL DEMANDS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to walk
Demonstrate manual dexterity while using hands to finger, handle, or feel, including heavy use of keyboard. Incumbent must also talk and/or hear
Frequently required to stand; reach with hands and arms; and stoop, kneel, crouch.
Must occasionally lift and/or move up to twenty (20) pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORK CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually quiet.

COMPENSATION:

Salary Range: $21.78 – $24.96 per hour; Full Time, Non-Exempt.
403B with match after probationary period
Core Benefits + Supplemental benefits
Time Off (Vacation, Sick, Personal, Company Holidays, Early Release)
Public Service Loan Forgiveness (PSLF) qualified employer
Comp and discounted show tickets

EEO-1 Statement: Segerstrom is an equal opportunity employer to all, regardless of age, ancestry, association with a member of a protected class, bereavement leave, color, disability (physical, intellectual/developmental, or mental health/psychiatric.), exercising the right to family care and medical leave related to serious health condition of employee or family member, child bonding, or military exigencies, engaging in protected activity, gender identity or expression, genetic information or characteristic, marital status, medical condition (cancer or genetic characteristic), military and veteran status, national origin (includes language restrictions), pregnancy, childbirth, breastfeeding, or related medical conditions, Pregnancy Disability Leave (PDL), race (includes hairstyle and hair texture, religious creed (includes dress and grooming practices), reproductive health decision making, sex/gender, and sexual orientation.