Operations & Venue Manager - Victoria, Canada - Intrepid Theatre

Description

Job Title:
Operations & Venue Manager - Intrepid Theatre

Reports to:
Managing Director and Artistic Director

Duration and time requirements:
Full Time, 35 hours/week

Location:
Intrepid Offices Downtown Victoria, some remote work possible

Start date:
TBD

Rate:
$50,500/yr

Preamble

If you feel that you don't meet the requirements listed below but are excited and intrigued, we encourage you to apply Let us know what has drawn you to the post and what you personally can bring to the position.

Some past experiences that might seem like they are not relevant can be exactly what is needed.

We look forward to hearing about you and thanks for wanting to work with us


Who We Are

Intrepid Theatre is an independent theatre company that produces the Victoria Fringe Festival, Incoming Festival, OUTstages Festival, and various year-round programs that benefit local and emerging artists, and the theatre community at large.

We also run three venues:

the Metro Studio, Intrepid Studio, and Festival Hub, which are homebase for our festivals and presentations, and are busy rental venues for local artists, arts organizations and touring producers.

We value collaboration not just in our programming and festivals but in our office environment as well.


Who You Are
You have experience or interest working in festivals, live theatre performance, arts administration, customer service and community events. You are eager to learn more about and contribute to an engaging, safe and inclusive professional theatre environment. You enjoy working with people in a fun and collaborative environment and also are able to work independently. You value work/life balance and setting clear boundaries.

You are passionate about working as a team on project management, arts administration, logistics and supporting a vibrant local theatre ecology.

You are professional but easy going, interpersonal, adaptable, and detail oriented and are willing and able to publicly represent Intrepid Theatre.

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Operations Duties:_


Office Administration

• Administrative duties that ensure smooth every day operations such as maintaining office/janitorial supplies, research, negotiate contracts and maintain relationships with vendors
• Assist with the filing and distribution of invoices, mail and general incoming communications
• Oversee the Fringe Site Office management, artist pickups/dropoffs, and Front of House venuesetup for all Intrepid programming
• Research administrative projects including new software and systems for office management
• Assist Producer, Production Manager and Managing Director, Marketing Director, and/or ArtisticDirector with admin tasks as needed; and other related duties as assigned
• Assist with management of fundraising initiatives such as the online 50/50 raffle, online auction,and donor stewardship events.
• Support the organization's ongoing Diversity, Equity and Inclusion audit; collaborating to createand implement action plans as required
• Oversee general office maintenance projects (nontheatre related)
• Other administrative duties as required
  Financial Management Assistance:
• Management of payment systems (Stripe, Square, Ticketing Platform, Moneris)
• Payment reconciliation of shows and festivals
• Cash handling for venues and events
• Processing of timesheets for FOH staff and Festival contract staff
• Assisting with Accounts Payable & deposits in Quickbooks
• Processing invoices for ad sales
• Processing of tax receipts and donation tracking

Customer Service

• Address rental, operational and general inquiries

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Venue Management:_


Rentals

• Manage the rental program and steward rental clients from initial enquiries through to the rental event and final settlement including:
• Answer and follow up with any booking inquiries, questions, concerns or requests o Meet with, set up meetings alongside Production Manager, and lead venue walkthroughs with prospective renters. Organize checklist confirmation and key sign out with Intrepid Studio renters
• Working via our booking system to draft, finalize, and send out rental contracts and final invoices
• Calculate and collect deposits, cleaning fees and final settlements
• Communicate with rental clients regarding any concerns, issues or needs during rental contracts
• Ensure an Intrepid Venue Representative is present at all Metro rentals that are open to the public, or when required otherwise
• Ensure all Intrepid's rental policies and procedures are followed by renters
• Work closely with Production Manager to ensure smooth operations of all rental events and Intrepid programming
• Keep rentals info pages up to date on company website via WordPress
• Maintain and update several google calendars and meeting invites
• Maintain working relationships with current rental clients and community partners, and gather new prospects and leads
• Work with Marketing Director to ensure smooth operations of online booking calend