Job DescriptionJob Description
Be a Star at the Straz Center for the Performing Arts!
The Straz Center is seeking candidates to join our team! Located in downtown Tampa, the Straz offers flexible hours, event-based schedules including evenings and weekends, and a team-based work environment. Straz benefits for part-time staff include employee discounts and a 403(b) plan.
The Events and Guest Services Coordinator is responsible for coordinating all front-of-house functions leading up to and during scheduled events. This position trains, schedules, and assigns tasks to the volunteer office staff. The Events and Guest Services Coordinator ensures excellent customer service to our internal and external customers by determining and maintaining proper levels of trained usher volunteer staff for all performances and events, maintaining the records in the volunteer database, including tracking usher points and years of service. This position is responsible for Center Bill staging, lobby setup, House Management support, show monitoring, and show settlements.
Essential Functions:
Primary duties:
- Plans and coordinates all events for specific theatres from a Guest Services perspective.
- Attends weekly production meeting and reviews events calendar regularly.
- Be the main point of contact for the internal team running each relevant event.
- Determines volunteer usher staffing requirements for all events; maintains theater staffing reports, noting all changes and shortages.
- Schedules and maintains enough trained usher volunteers for performances and events.
- Maintains volunteer database and status of all front-of-house volunteers. Enters performance schedules into volunteer database.
- Maintains physical readiness and desired condition of all theater lobbies. Provides any event needs such as tables and easels.
- Maintains performance database and tour database.
- Coordinates and expedites all volunteer communications including phone calls, emails, the volunteer newsletter, greeter book, hotline, and orange notebooks.
- Maintains Constant Contact email database for Ushers, Tour Guides, Emeritus, Retail and House Managers.
- Prepares and distributes various Patron Services related reports including parking logs, performance reports, and production notes.
- Ensures Event Merchandise is set-up and provides oversight of performance merchandise.
- Raises any maintenance or equipment issues to Guest Services Manager
- Ensures event related signage and equipment is provided and functional in relevant theatre.
- Point of contact for Event Merchandise on completion of agreement
- Completes merchandise settlements for relevant events according to theater.
Supervisory Responsibilities:
- This position supervises the Guest Services office volunteer staff, including recruitment, training, assigning daily tasks, and ensuring proper quality of work.
Other:
- Ensures that all Guest Services areas, including the House Manager's desk and the usher lounge are kept clean and properly stocked with supplies and equipment.
- Coordinates volunteer appreciation events including annual appreciation banquet and BBQ.
- Checks venue prior to show, when scheduled.
- Supports House Management at events, when scheduled.
- Stages tables, stanchions, and CenterBills for shows, assisting the Guest Services Manager in all show-related tasks, as needed.
Minimum Qualifications (Knowledge, Skills, and Abilities):
- Strong positive customer service skills.
- Professional communication skills, both verbal and written.
- Detail oriented with good time management and organizational skills.
- Ability to multitask and determine competing priorities.
- Ability to remain poised and professional under pressure.
- Ability to react quickly and thoughtfully to resolve problems in a dynamic environment.
- Ability to take initiative, learn quickly, and assume responsibility.
- Strong proficiency in Microsoft Office applications to include Microsoft Word, Outlook, Excel, and Access.
- Ability to work a flexible schedule, including evenings, weekends, and late nights, especially during Season.
Education and Work Experience:
- Bachelor's degree in business management or related field or equivalent thereof.
- Previous experience managing/supervising a volunteer staff preferred.
- Minimum of two years' experience in data entry and report/query production.
- Experience as a volunteer in a structured environment preferred.
- Experience in Microsoft Access database development and maintenance preferred.
Certifications / Licenses:
- CPR Certification Required
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
- While performing the duties of this job, the employee is regularly required to remain in a stationary position and use the telephone. The employee is frequently required to traverse the facility; reach; and communicate effectively.
- The employee is regularly required to move boxes, tables, chairs, or event materials weighing up to 50 lbs.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
- The noise level in the work environment is usually moderate.
Special Conditions of Employment:
- The nature of this job requires the employee to work on-site as a regular work routine.
The David A. Straz, Jr. Center for the Performing Arts, Inc. is an equal opportunity employer committed to being an inclusive workplace and strongly believes in the importance of having a diverse group of individuals represented. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
Please visit our website at www.StrazCenter.org to learn more about the Straz Center.
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