Overview
The Events and Operations Coordinator is responsible for supporting the day-to-day operations and events of Kleinhans Music Hall (KMH). The ideal candidate is highly organized, detail-oriented, flexible and comfortable in a fast-paced environment, making informed decisions on the fly. This position ensures a seamless and quality experience for all ventures at the hall.
General Duties
Manage the day-to-day logistics of the Kleinhans Management office, including, but not limited to:
- Participating in monthly KMH Staff meeting and monthly Buffalo Philharmonic Orchestra (BPO)/KMH Production Meetings
- Processing department invoices and check requests, including internal invoicing; communicates regularly with the BPO accounting staff
- Ordering of supplies for various departments: janitorial, office and ushers
- Updating the BPO Concert Information Sheets
- Assisting with Kleinhans calendar management
- Maintaining and tracking all event data and reporting monthly
- Ensure schedules are completed for KMH personnel including parking, concessions, event set-up crew, stagehands, building engineers, volunteer and union ushers, front of house staff
- Scheduling of all applicable outside personnel for events: EMT, Traffic Police, Cleaning and Security
- Post schedules and concert sheets for staff to review
- Other duties as assigned
Kleinhans Events Related Duties
- Execution and processing of rental contracts after the contract details are received from the General Manager, making sure that all relevant paperwork has been received so that payment can be processed in a timely manner
- Assist in the successful execution of events including pre-planning, coordination with clients/agents, day-of logistics, and troubleshooting
- Acting as the keystone between front-of-house and backstage during concerts
- Coordinating merchandise sales: set-up, sellers, and settlement
- Provide support to the General Manager during large events/concerts
- Assist in executing artist rider requirements, including day-of-show needs including but not limited to hospitality, catering and travel arrangements
- Act as “Manager on Duty” as needed or in the absence of the General Manager, Front of House Manager or Audience Services Manager
- Assist in the post-event ‘tear down’ including hospitality, merch, settlements, and resetting the facility
- Manage the Lost and Found including keeping an inventory and communicating with patrons about lost items
Position Requirements:
- Prior experience within a performing arts venue or with music, theater, or dance organizations preferred.
- Nights and weekends are required when Kleinhans has events or the Front of House staff needs coverage for a BPO event.
- Associates degree or higher is required.
- Valid NYS Driver License and access to reliable transportation for errands and/or travel arrangements.
- Ability to handle multiple tasks with accuracy and to establish and meet deadlines in a timely manner.
- Exceptional communication, both written and verbal, and collaborative skills.
- Flexibility and ability to problem solve in a high-pressure environment.
- Job frequently requires standing, walking, reaching, talking, hearing, handling objects with hands, and lifting up to 50 pounds.
- Strong proficiency with computer applications (Windows and Mac) and Microsoft Word, Excel, Outlook, and other Office 365 applications (OneDrive, SharePoint, Teams, etc.)
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Strong proficiency with Microsoft Office
- Must be available days and some evenings and weekends.
Education:
Experience:
- Performing Arts Venue/ with Music/Theater/Dance Venues: 1 year (Preferred)
License/Certification:
- NYS Driver License (Required)
Shift availability:
- Day Shift (Required)
- Night Shift (Required)
Ability to Commute:
- Buffalo, NY 14201 (Required)
Work Location: In person
