Theatre Office Administrator

Benefits:

• Paid time off

About the Role:
The Theatre Office Administrator is a key member of the Stagecrafters administrative team and is responsible for the day-to-day operation of the box office and theatre office. This position serves as a primary point of contact for patrons, members, volunteers, vendors, donors, and community partners and is expected to provide outstanding, efficient, and courteous customer service at all times.

The ideal candidate is highly organized, detail-oriented, technologically confident, and comfortable managing databases, spreadsheets, records, office systems, and multiple priorities. This position requires an individual who can work independently, exercise good judgment, troubleshoot issues, and help ensure the theatre office operates efficiently and professionally.

ESSENTIAL DUTIES & RESPONSIBILITIES

Box Office & Patron Services

• Process all ticket transactions, including individual ticket sales, subscriptions, exchanges, memberships, and other transactions using AudienceView ticketing software.
• Handle cash, checks, and credit card transactions accurately and securely.
• Prepare daily cash, credit card, and deposit reports for the Controller.
• Maintain strict confidentiality and appropriate security practices regarding patron, donor, billing, and credit card information.
• Provide exceptional customer service to patrons, members, volunteers, vendors, donors, and community partners both in person and by phone and email.
• Respond to phone calls, emails, questions, and patron concerns professionally, courteously, and promptly.
• Assist patrons with ticketing questions, account issues, accessibility needs, and general theatre information.
• Remain calm, professional, and solutions-oriented when addressing customer service concerns or working in a fast-paced environment.

Database & Ticketing Management

• Learn and maintain proficiency in AudienceView through in-office training, independent study, webinars, support materials, and continuing education.
• Manage and maintain accurate patron, member, donor, and ticketing records within AudienceView.
• Set up and maintain shows, ticket packages, memberships, donation campaigns, promotions, and other ticketing components.
• Run reports, maintain data integrity, troubleshoot system issues, and utilize AudienceView support resources as necessary.
• Perform regular database maintenance, including identifying duplicate or incomplete records and maintaining accurate constituent information.
• Demonstrate strong database skills and the ability to learn and navigate new software systems efficiently.
• Proactively stay informed of AudienceView updates, features, and best practices.

Office Administration & Management

• Support the efficient day-to-day operation and organization of the Stagecrafters administrative office.
• Maintain organized electronic and physical files, records, forms, and administrative materials.
• Monitor office and operational supplies and maintain appropriate inventory levels.
• Order office supplies and approved operational materials as needed while following established purchasing and budget procedures.
• Maintain organized storage and inventory systems for office supplies and administrative materials.
• Coordinate with staff and vendors regarding routine office needs, deliveries, equipment, and supplies.
• Assist with mail, correspondence, copying, scanning, filing, data entry, and other general administrative functions.
• Help maintain an organized, professional, welcoming, and efficient office environment.

Reporting & Technology

• Maintain a high level of proficiency in Microsoft Excel, including organizing and maintaining spreadsheets, sorting and filtering data, performing basic calculations and formulas, and preparing information for reports.
• Use Microsoft Word, Google Docs, Google Sheets, email, and other office technology proficiently.
• Compile, maintain, and produce reports and administrative information as requested.
• Enter and maintain information accurately across databases, spreadsheets, and other organizational systems.
• Demonstrate strong attention to detail and accuracy when working with financial, patron, membership, donor, and organizational data.

Organizational Support

• Stay informed about Stagecrafters programming, ticketing information, marketing campaigns, organizational messaging, and materials, including email communications, print materials, season brochures, website information, and social media.
• Become familiar with Stagecrafters’ mission, vision, history, organizational structure, and Board governance.
• Work collaboratively with the Executive Director and other staff to support efficient theatre operations.
• Assist with administrative needs related to performances, events, meetings, and organizational activities as requested.
• Perform other duties as assigned in support of Stagecrafters’ administrative operations and constituent service.

QUALIFICATIONS

• Demonstrated commitment to providing exceptional customer service.
• Strong interpersonal and communication skills with the ability to interact professionally and courteously with a wide variety of people.
• Strong organizational skills and exceptional attention to detail.
• Database savvy, with demonstrated comfort learning, maintaining, and working within database or CRM systems.
• Proficiency in Microsoft Excel required.
• Proficiency in Microsoft Word, Google Docs, Google Sheets, email, and standard office technology.
• Ability to learn new software and technology independently and efficiently.
• Ability to accurately manage data, records, reports, and confidential information.
• Dependable, professional, and self-directed with a strong work ethic.
• Ability to prioritize responsibilities and manage multiple tasks and deadlines.
• Strong problem-solving skills and the ability to exercise sound judgment.
• Ability to work independently as well as collaboratively as part of a team.
• Strong command of grammar, punctuation, spelling, and professional written communication.
• Previous administrative, office management, customer service, database, or business experience preferred.
• Experience with AudienceView or other ticketing, CRM, membership, donor, or database software is a plus but not required.

IMPORTANT POSITION INFORMATION

Employees of the theatre are not involved in the artistic side of the organization and cannot become members of Stagecrafters. This position is strictly focused on the business and administrative functions of the organization. Artistic functions are overseen by the membership in accordance with Stagecrafters’ organizational structure.

HOURS OF EMPLOYMENT

Regular business hours are Monday through Friday, 10:00 a.m.–2:00 p.m. Night and weekend availability is required based on performances, events, and the needs of the theatre.

This position is anticipated to average approximately 20–25 hours per week , depending on organizational needs.

EQUAL OPPORTUNITY EMPLOYMENT

Stagecrafters is an equal opportunity employer and considers applicants for employment without regard to any status protected by applicable federal, state, or local law. Stagecrafters is committed to fostering an inclusive and accessible environment and values candidates with experience working effectively with diverse groups of people.

HOW TO APPLY

Please submit a cover letter and resume to: View email address on aiapply.co . Please indicate in your cover letter how you learned about this opportunity, including the specific website or posting location.

No phone calls, please.