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JOB POSTING – OFFICE COORDINATOR



Submission Deadline- Wednesday, August 25th, 2010




Black Theatre Workshop is seeking an Office Coordinator to handle sales of a Mainstage play, a TYA School Tour and other fundraising events.

The successful, dynamic, bilingual candidate must work well in a fast-paced environment, has excellent time management, interpersonal and communication skills, and is willing to work flexible hours. Experience in non-profit arts organizations, public relations, and/or communications an asset. Above average computer skills with word processing, database management and desktop publishing experience in a Windows environment would also be required. Reporting directly to the General Manager, the Coordinator tasks and responsibilities shall include but not be limited to:

A. Mainstage Box Office

  • Plan all aspects of the box office for the mainstage production
  • Contact potential groups and target audience markets for group and school sales.
  • Work in collaboration with the Centaur to manage Box Office issues that may arise including: representing BTW at the theatre, handling complementary tickets and being available to audience members to answer questions and solve problems.
  • Enter mailing information from new audience members into the theatre mailing database.
  • Collect and process data from Audience Surveys.
  • Assist in the dissemination and distribution of promotional materials.
  • Assist the Marketing and Development Coordinator with Marketing, Media and Event Coordinating tasks.
  • Establish new box office initiatives.

B. School Tour Coordination

  • Coordinating all aspects of School sales for the School Tour production.
  • Working in close and regular consultation with the General Manager and Artistic Director, the Coordinator will be responsible for the logistical and organizational aspects of the school tour.
  • The Coordinator will be the liaison person between the General Manager, the schools and contracted Artists to facilitate the dissemination of information as required.
  • Ensure that administrative needs of the project are dealt with as required.
  • Contact and liaise with School Contacts as necessary regarding schedules, e.g. show time, place and artist needs.
  • Contribute ideas and suggestions in the overall program process.
  • Compile and maintain a complete contact list for future School Tours.
  • Assist in creating and maintaining a School Tour binder for the program.
  • Manage ticket reservations for the one week extention, including: in-coming reservations, reservation sheets, confirmation calls, telemarketing campaigns, entering new information into the BTW reservation database.
  • Take and confirm reservations at the BTW offices during working hours.
  • The Coordinator will follow set procedures for mail-outs, booking, fees, school files and daily schedule information.

C. Vision Box Office Coordination

  • Coordinating all aspects of ticket sales for the Vision Celebration Gala.
  • Manage ticket reservations, including: in-coming reservations, reservation sheets, confirmation calls, telemarketing campaigns, entering new information into the BTW reservation database.
  • Take and confirm reservations at the BTW offices during working hours.
  • Enter mailing information from new attendees into the mailing database.
  • Contact potential groups and target specific markets for Vision group sales.
  • Contribute ideas and suggestions in the overall sales process.
  • Work in collaboration with the Marketing Coordinator to manage the smooth transfer of information regarding ticket sales.
  • In conjunction with the General Manager manage the Box Office on the night of the event.

D. Administrative:

  • Answer the telephone as a representation of the company
  • Work in collaboration with the General Manager during down time to help accomplish general administrative tasks.
  • Enter all new database information in a timely manner according to the format set out by the General Manager.
  • Keep personal time sheets updated at all times.
  • Be part of the BTW team and be available for all majour BTW events.

Other Information.

Salary for this position is set at $11.50/hour, based on an expected 35-hour work week with a few evening/weekend work required. Contract to begin September 6th, 2010 and run for 26 weeks.  Applicants must be eligible for Emploi Québec Employment Subsidies.

Please submit a letter and resume to the General Manager, Black Theatre Workshop by fax: (514) 932-6311 or by email:  gm@blacktheatreworkshop.ca

All applicants are thanked for their interest however only those selected for an interview will be contacted.