Box Office Coordinator

Date Posted: May 05, 2021
Application Deadline: May 21, 2021
Start Date: Jul 05, 2021

Hourly From: $20/hr To $25/hr
Province: Yukon
City: Whitehorse
Employee Benefits: Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: The Arts
Job's focus: Administrative
Job Type: Full-time
Career Level: Intermediate

Organization Description

Yukon Arts Centre

A non-profit performing arts centre in located in the beautiful Canadian North. With two performance venues, and three galleries, the Yukon Arts Centre is a national leader in presenting cutting-edge works to the Whitehorse community, drawn from local, national, and international artists.



Job Description

This is a term position which ends March 31, 2022.

The Box Office Co-ordinator reports to the Director of Programming and is responsible for supervising box office operations including being the lead box office representative at all Yukon Arts Centre events (which includes working evenings and weekends) supporting telephone and on-line sales, rental bookings and ensuring that Yukon Arts Centre Corporation (YACC) clients and patrons receive efficient, effective and friendly service. The Box Office Co-ordinator will work closely with and support the finance department in all matters relating to Box Office financial transactions.
 
The Box Office Co-ordinator will be expected to work week nights and weekends between September to June. The position will work mostly during the day in July and August.

Requirements:

QUALIFICATIONS
 
          1)  Education/Experience:
  • Diploma or degree in arts administration or performance.
  • 3 to 5 years experience working in a performing art centre box office or administrative office.
  • Bookkeeping experience will be considered an asset.
  • Marketing experience will be considered asset.
  • An equivalent combination of education/training and/or experience may be considered.
 
2)   Knowledge:
  •  Microsoft Word, Microsoft Excel, Microsoft Outlook (calendar function in particular).
  •  Knowledge of ticketing software such as Theatre Manager.
  •  Good understanding of computer operating systems, basic networking, permissions and security.
  •  Accounting or Bookkeeping knowledge.
 
3)  Skills:
  • Excellent people skills and customer service.
  • Good time management and organizational skills.
  • Good oral and written communication skills.
  • Strong computer (Windows 10, Excel, and Word), analytical and math skills.
  • Excellent interpersonal skills.
  • Effective communication and problem-solving skills.
 
4)    Abilities:
  • Ability to perform multi tasks in an environment where priorities can change rapidly.
  • Ability to manage and operate a computerized sales & ticketing system.
  • Ability to anticipate and manage a changing workflow and deadlines.
  • Ability to prioritize workload and work under peak load pressure to ensure deadlines are met.
  • Ability to maintain well-organized filing systems and work area.
  • Ability to provide service to clients in a respectful, sensitive, and confidential manner.
 

Additional Info:

Results to be achieved:
a) Leadership:
  • Supports the strategies and execution of the three-year plan as defined by the CEO, and works with the finance, marketing and administrative departments to ensure transparent and timely communication and reconciliation.  
  • Engages and motivates Box Office staff and casual staff to assist with employee engagement and retention.
  • Directly supervises all Box Office staff and casual staff and provides feedback on work performance.
  • Trains existing and new Box Office staff and casual staff on policies and procedure.

b) Box Office:
  • Box Office will provide efficient, friendly and accurate service to clients and patrons.
  • Box Office will maintain accurate ticket and accounting records and will ensure that revenues are accounted for in a timely fashion.
  • Phone calls, emails, social media posts, from clients and ticket patrons will be responded to in a timely fashion. All correspondence will be recorded and clients and patrons will receive a high standard of service.
  • Support efficient operation of ticketing software, both in house and on-line.
  • Remote Box Office locations (Old Fire Hall) will function effectively and will provide the same level of customer service as the Mainstage (YACC) Box Office.
 
c) Rentals
Provide administrative backup to the venue co-ordinator on all YACC rental bookings, where applicable and needed.

d) Marketing/Finance
  • Provide consistent and transparent support to finance with all box office reports, transactions, and reconciliations.
  • Provide consistent and timely support to marketing on all website, social media, and signage needs.

 e) General
  • Communicate YACC policies and procedures (e.g. Occupational Health & Safety, Respect in the Workplace) to Box Office and casual staff to ensure understanding and compliance.
  • Participate in review and update of policies and procedures related to Box Office, Accounting, Marketing, and Administration.
 
4.     Responsibilities/Duties:

a) Administrative
  • Attend all pertinent meetings.
  • Perform basic bookkeeping functions.
  • Maintain filing system – Box Office, Accounting, Marketing.
  • Perform clerical and other related duties as required.
  • All Yukon Arts Centre employees shall be aware of and respect YACC’s Policies including the Respectful Workplace and Health, Safety and Wellness Policies and the Occupational Health & Safety Act and Regulations published by the Yukon Workers’ Compensation Health and Safety Board.
 
b) Reporting
  • Ensure that all box office financial records are maintained and all financial data is made available to finance in a timely fashion.
  • Ensure that all client contracts are properly documented and that information flows effectively to other departments.
  • Track statistics annually that cover venue usage (YACC Mainstage, Lobby, Studio Theatre, Gallery, Old Fire Hall) for reporting purposes.
  • File Socan payments related to YACC Presentation Series.
  • File Re: Sound payments related to venue usage.
  • Maintain effective and accessible paper and electronic files documenting all rental contracts, ticketing contracts, client intake check lists and client intake information.

 c) Financial
  • Ensure that all Box Office staff sign in and out of the software and that each completes their till closures accurately.
  • Execute “end of day” procedures accurately and in a timely fashion.
  • Provide timely box office reports to the finance department.
  • Provide support and back-up to finance department for Accounts Payable and Receivable functions and prepare weekly bank deposits.
  • Expense and Revenue data entry.
  • Ensure that all cash handling policies are enforced.

 
d)  Staff Training
  • Ensure that Box Office staff is adequately trained in customer service, ticketing software, and all box office processes.
  • Ensure that the casual staff at the Old Fire Hall are fully trained on ticketing software and Box Office policies and procedures.
 
e)  Scheduling and Bookings
  • Receive event bookings and enter all bookings, “traditional” and new into the events calendar and ensure a paper copy of that calendar is kept up to date.
  • Maintain master electronic and paper booking calendar and all supporting documentation. Ensure all calendars and schedules are prepared in a timely/accurate fashion with all pertinent information updated as required to the shared calendars with all pertinent contract and contact information.
  • Ensure that booking information is shared in a timely fashion with other departments.
  • Ensure that “traditional” bookings are accurately tracked and respected.

f)  Ticketing Software
  • Act as the ticketing software lead and provide training to Box Office and other staff on how to use the software.
  • Implement “new” ticketing software services not yet utilized by Box Office and Front of House (FOH) and Bar.
  • Ensure ticketing software files are backed up on a daily, weekly and monthly basis.
  • Ensure that the ticketing software is kept up-to-date and that all updates are installed and tested in a timely fashion.

g) Marketing
  • Monitor and support social media events, postings, and customer feedback.
  • Build website event pages, calendar listings for YACC Mainstage, Gallery, Old Fire Hall and Rental Clients.
  • Monitor and support all lobby signage, both print and digital.
  • General administrative support as required.
 
 

5.   Reports to: Director of Programming

6.    Supervision of staff:
The Box Office Co-ordinator schedules all casual Box Office staff for YACC events. The Box Office Co-ordinator participates as an interview panel member in casual staff recruitment, assists with training of casual Box Office staff, and provides input regarding employee performance evaluations in conjunction with the Director of Programming. The Director of Programming has the final authority when recruiting staff, sets the direction for training and completes the written employee performance evaluations.
 
7.      Supervision of Budget:
Makes recommendations to the Director of Programming for budget allocations.
 
8.      Working conditions:
Work is completed in a normal office environment. Work is done Monday to Friday with some evening and weekend shift work. The work is primarily done seated at a computer station. The position must deal with a diverse clientele who at times may be challenging. The incumbent must exercise good problem solving while remaining pleasant and providing good customer service under stress.

 9.     Mental Demands/Independent Judgement/ Problem Solving:
This position follows pre-existing workflow guidelines, policies, and procedures and supports training with casual box office staff. All serious client issues are referred to the Director of Programming.  All finance questions are referred to the YACC finance department.

How to Apply:

Send resume to Director of Programming, Michele Emslie.
michele.emslie@yac.ca

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