Box Office Coordinator

Box Office Coordinator

The Box Office Coordinator performs intermediate professional and technical work in overseeing the operation of the Hemmens Cultural Center box office and other related work as required. Work hour may vary as required by the event schedule of the Hemmens Cultural Center. Work is performed under the general supervision of the Front of House Supervisor at the Hemmens Cultural Center. The ideal candidate should be thoughtful and positive with a desire to work with the public and ensure the event goer has the best possible experience. This candidate should be confident in solving problems and comfortable being flexible and adapting to the moment. This candidate should be well versed in the entertainment industry and comfortable working with artists and the community. This candidate will work with the DCASE and City of Elgin staff to further solidify Elgin's reputation as a city of the arts while continuing to make the Hemmens Cultural Center a cultural hub in Elgin.

Essential Duties and Responsibilities

The main functions of this position are to oversee the sales of tickets and the processing of payment by both renters and individuals attending shows at the Hemmens Cultural Center. This includes but is not restricted to phone and email sales, providing a point of contact for renters, providing data on sales and payments to the Front of House Supervisor and growing the mailing list for marketing purposes. A detailed breakdown follows below.

• Supervising box office operations and staff; reviewing box office staff schedules, preparing and maintaining operational and financial files and records.
• Supervises and participates in the operation of the box office; assists and supervises the maintenance of financial records, prepares daily cash reports and deposits.
• Trains employees in box office procedures and policies.
• Assists Front of House Supervisor in annual and 'as needed' box office employee evaluations.
• Receives and either resolves customer complaints or forwards to Front of House Supervisor.
• Updates facility directories, bulletin boards and signage as provided by Marketing Specialist.
• Trains and assigns box office volunteers.
• Reviews scheduled work hours and reviews time sheets for accuracy
• Confirms ticket arrangements and either resolves related problems with promotors and renters (internal and external) or forwards to Front of House Supervisor.
• Coordinates with software vendors to ensure that ticketing system is up to date and operating properly.
• Coordinates the scheduling of box office activities with Front of House Supervisor.
• Prepares show-closing records, reports and billings and submits these to Front of House Supervisor for review.
• Prepares daily closing records, reports and billings.
• Maintains, grows and edits mailing lists online.
• Acts as on-site contact for renters.
• Works closely with resident companies
• Manages subscriptions and Hemmens Seasons.
• Performs other related tasks as required.
• This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently and a negligible amount of force constantly to move objects; work requires climbing, balancing, reaching, standing, walking, grasping and repetitive motions. Vocal communication is required for expressing or exchanging ideas by the spoken word. Hearing is required to perceive information at normal spoken word levels. Visual acuity is required for preparing and analyzing written or computer-based information, visual inspection involving small defects and/or small parts, determining the accuracy and thoroughness of work and observing general surroundings and activities. The worker is subject to inside environmental conditions and noise.

Knowledge, Skills and Abilities

• Thorough knowledge of standard office practices, procedures and equipment.
• Thorough knowledge of box office operations and practices.
• General knowledge of accounting procedures related to ticket sales.
• General knowledge of operation of the theatre.
• Ability to maintain financial and statistical records and accountability systems for admission tickets and receipts.
• Ability to establish and maintain effective working relationships with other employees, renters, volunteers and audience members.
• Ability to understand, follow and convey oral and written instructions.
• Ability to use good discretion to analyze situations and to take quick, reasonable and effective action as needed.

Minimum Qualifications

• Any combination of education and experience equivalent to graduation from high school and considerable box office experience in a major live entertainment venue of a size equal to or greater than The Hemmens Cultural Center.
• Cash handling experience and proficiency in Microsoft Office, Google Suite and/or Point of Sale and ticketing software suites.