Operations Manager

Proctors Collaborative • Saratoga Springs, NY • 8h ago

JOB SUMMARY

Proctors Collaborative is the Capital District's leading regional arts organization with performing arts venues in Albany, Schenectady and Saratoga, and education, civic engagement, and economic development initiatives throughout the region. We're changing expectations about how the arts serve a community.

Proctors Collaborative seeks an Operations Manager for Universal Preservation Hall to join its Operations team to serve in a professional, front-line position. This is a full-time, salaried position that requires a flexible schedule, including evenings, weekends, and occasional holidays.

ESSENTIAL DUTIES & RESPONSIBILITES:

Audience Services Management

Assist in the development and implementation of procedures to improve patron experience

Train and schedule Ambassadors in coordination with organizational partners for all performances and events

Hire, train, and supervise house managers for all performances and events

Front of House Management

Be present for and/or schedule per diem house managers for all performances and events

Manage the volunteer team for each performance

Maintain the cleanliness and appearance of lobbies, theater and front facing areas

Coordinate operation of facility during each performance (heating/cooling, lighting, etc.)

Provide high-quality, individualized customer service for patrons

Communicate with patrons to resolve seating and other concerns that may arise

Volunteer Management (in coordination with the Community Engagement Liaison)

Create, maintain, and update volunteer staffing schedules for each production

Produce and manage volunteer renewal packages every season

Maintain database of volunteers for each season

Receive, process, and confirm volunteer renewals and first-time registrations

Schedule and lead volunteer orientation sessions before each season

Assist volunteers in rescheduling if necessary

Concessions Management

Manage inventory and sale of concession items including deliveries and stocking

Handle deposits for each performance according to direction from the Finance department

Hire, schedule, and supervise paid bartenders

Purchase nonalcoholic beverages and other concessions supplies

Facility Management

Coordinate facility cleaning and maintenance services with contracted vendors, housekeeping staff, and groundskeeping partners to ensure a safe, clean, and welcoming environment

Oversee the cleanliness, appearance, and operational readiness of all facility spaces, including public areas, backstage spaces, staff areas, and surrounding grounds

Manage the ordering, inventory, and distribution of facility and event-related supplies in collaboration with the Housekeeping Manager

Oversee security systems, protocols, and policies for the theatre

Special Events & Rentals Management

Maintain the organization's event calendar by entering and managing event holds, confirmations, contracts, and detailed event information

Manage, maintain, and organize event assets and supplies, including décor, linens, furniture, and other rental inventory

Collaborate closely with the Production team to coordinate venue, rental, and event logistics, ensuring all operational and technical needs are met

Oversee room setups and resets for rentals and events, including coordinating and performing pre-event and post-event space preparation

Prepare rental agreements, contracts, and invoices, and partner with the Finance team to address special billing requirements and payment processing

Assist other departments in staffing, setting up, and running special events

Coordinate all aspects of rentals with clients and appropriate internal departments

POSITION QUALIFICATIONS

Excellent customer service skills and a commitment to providing an exceptional patron and client experience

Self-motivated, proactive, and able to take initiative while working independently and collaboratively

Strong organizational skills with exceptional attention to detail, accuracy, and presentation standards

Proven ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment

Skilled problem solver with the ability to make thoughtful decisions and adapt quickly to changing circumstances

Demonstrates professionalism, diplomacy, and strong interpersonal skills while building collaborative relationships across departments, external partners, event teams, and community stakeholders

Commitment to EDIA (Equity, Diversity, Inclusion, and Access) principles, with experience working respectfully and effectively with diverse populations

Ability to lead and coordinate event operations in a manner that reflects EDIA values and promotes an inclusive experience for all stakeholders

Proficient in standard computer applications and able to learn new software and database systems quickly

PHYSICAL DEMANDS

Must be able to bend, stoop, and lift up to 40 pounds

Must be able to stand and walk for extended amounts of time

PAY RATE: $63,000 - $68,000 Annually

Proctors Collaborative is committed to building a workplace that is both creative and progressive. To that end, we seek a broad spectrum of candidates including women, people of color, all cultural backgrounds and persons with disabilities. We celebrate individual differences and strive to treat everyone with fairness and respect.

Proctors Collaborative does not discriminate in practices or employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veterans' status, age, or any other characteristic protected by law.

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