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Saenger Sales and Event Coordinator

4 months ago

Hattiesburg, United States Hattiesburg Convention Commission Full time
Job DescriptionJob DescriptionDEPARTMENT: Saenger Theater

LOCATION: Primarily stationed at the Saenger Theater; but work requires travel to all Hattiesburg Convention Commission facilities.

SHIFT: Full-Time. Must be available 8am-5pm Monday-Friday as well as nights, weekends, and holidays

SUMMARY: This is a full-time staff position with the Convention Commission and based out of the Saenger Theater. The Saenger Sales and Event Coordinator reports directly to the Theater Manager and assists in the supervision of part-time employees, as assigned. This position will be scheduled a minimum of 40 hours per week. The Saenger Sales and Event Coordinator will handle the contracting and planning for events at the Saenger Theater, and will lead ticketing operations for all facilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Ticketing Responsibilities:

• In collaboration with the Theater Manager, originates and administers systems and policies for ticketing and all Box Office procedures

• Provides feedback to Theater Manager concerning Box Office operations to ensure customers' orders are efficiently and courteously processed

• Helps to maintain inventory of Box Office supplies, soft goods, and décor in balance with scheduled events and anticipated crowds

• Responsible for planning and coordinating all ticket sales for upcoming events for all Hattiesburg Convention Commission facilities including ability to build shows and attain thorough understanding of the ticketing system

• Will be company’s foremost authority on the ticketing system, and will provide training to others on operation of this system

• Responsible for requesting additional ticketing & ushering staff from other departments and facilities for applicable events

• Supervises ticket sellers on the day of show

• Updates seating charts for each applicable event regularly

• Opens and closes Box Office on regular business days as well as all events

• Prints and completes all documents concerning Box Office operations

• Gathers information from clients prior to all events in order to build shows in the ticketing system

• Establishes secure contacts with ticketing personnel for ticketing support

• Handles all ticketing disputes on the night of show effectively whether individually or with the assistance of the Theater Manager

Event Booking Responsibilities:

• Provides information to prospective clients concerning facility availability, policies and procedures, and contract language and coordinates facility usage for all tenants

• Follows booking procedures and execution of contracts for Saenger Theater through the event management software

• Calculates and provides event cost estimates, performs a detailed walk-through of event schedule and/or facility usage, and responds to technical inquiries to assist clients

• Provides accurate event billing information and collects event payments

• Works with Theater Manager to promptly enter billing charges into the event software

• Prepares monthly calendar of scheduled events and tentative hold reports using the event software and responds to inquiries regarding scheduled events

• Compiles information and generates reports containing quarterly and monthly statistical information and composes correspondence related to policies and procedures

• Maintains the event information in the event software and creates periodic event calendars for Saenger management

• Maintains event contract documents and client information files for use in possible legal/liability actions

• Works with the client to plan every detail of the event. Then inputs this information into the event software to create event documents

• Works with customers to assess needs, provide assistance, resolve problems in order to satisfy expectations, knows products and services, and is committed to providing quality products and services

• Prepares checklists of event booking requirements for distribution to proper staff, such as Theater Manager and other Managers

• Inputs, retrieves, and updates event operations information and produces event reports through the event software as assigned

• Performs duties associated with final settlement of managed events, such as charges and final invoices

• Represents Saenger Theater at meetings and events as determined by the Theater Manager

• Assists the Marketing and Communications Department in preparation of promotional activities, by providing the most up to date information on events booked

• Keeps booking records organized and up to date

• Communicates with booking agencies to receive technical and hospitality riders for HCC-promoted events and develops cost analysis in order to prepare booking offers for these events

General Responsibilities:

• Monitors and works to control factors that affect the comfort of Theater guests (temperature, keeping trafficked areas clear, etc.)

• Encourages and maintains positive public relations for the theater with its guests, clients, area partners and businesses, as well as the general public

• Answers phones, processes ticket orders, greets patrons, regulates lobby traffic, and all other front of house duties as assigned

• Maintains Guest Service as per company standards by ensuring that each patron and client receives outstanding customer service

• Consults with all departments (Housekeeping, Food & Beverage, Facility Services, and Operations) as it relates to the quality of client and guest experience

• Functionally supervises all event support staff including setup crews, food and beverage, housekeeping, etc. as needed.

• Assists in general and theater specific facility management as needed

• Maintains optimum standards of sanitation and safety in accordance to local, regional, and state health regulations regarding the safe and proper handling of food and beverage

• Maintains accuracy, honesty, and accountability in all accounting and cash handling procedures for the Box Office and all other cash handling operations

• Acts as front of house staff for ALL events

• Learns and retains knowledge of the Saenger's history and functionality in order to properly answer questions for the general public

• Responsible for leading booked group tours as assigned by Theater Manager, as well as provides quick flash tours for the general public upon request

• Adheres to all company policies, procedures, and practices

• Checks public areas, and addresses any appearance and/or safety problems prior to opening, including all outside areas, and secures the theater upon closing

• Communicates guest and client requests to management

• Presents him/herself in a professional manner to guests, clients and other personnel at all times including, attire, attitude, punctuality, and work ethic

• In the absence of the Theater Manager, must be able to handle complaints quickly, confidently, effectively, and appropriately

• Maintains current information on the “Coming Soon” sign

• Recognizes and uses correct grammar, punctuation, and spelling. Communicates information in a succinct and organized manner, and produces written information, which may include technical material that is appropriate for the intended audience

• Organizes work, sets priorities, and determines resource requirements

• Uses machines, tools, instruments, or equipment effectively and utilizes computers and computer applications to analyze and communicate information in the appropriate format

• Shows understanding, courtesy, tact, empathy, and concern, develops and maintains relationships, may deal with people who are difficult, hostile, and/or distressed, relates well to people from varied backgrounds and situations, and is sensitive to individual differences

• Expresses information to individuals or groups effectively taking into account the audience and nature of the information, makes clear and convincing oral presentations, listens to others, attends to nonverbal cues, and responds appropriately

• Is open to change and new information, adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles, and deals effectively with ambiguity

• Deals calmly and effectively with high stress situations (for example, tight deadlines, hostile individuals, emergency situations, dangerous situations)

• Is thorough when performing work and conscientious about attending to detail

• Establishes and maintains excellent professional relationships with clients and guests

• Other duties as assigned

QUALIFICATION REQUIREMENTS:

Education and Work Experience

• BA or BS from accredited college or university

Essential Job Qualification

• Must retain a valid Driver’s License and meet the eligibility requirements to drive while conducting company business.

Knowledge and Skills

• Able to function independently in a multi-task environment, as well as part of a team

• Excellent computer skills (experience with Word, PowerPoint and Excel)

• Ability to communicate well with clients, guests, co-workers, and management

• Ability to comprehend, count, and write to accurately complete all documentation

• Ability to freely access all areas of the theater including, but not limited to, lobby areas, backstage areas, balcony, all storage areas, and roof

• Ability to climb ladders

• Ability to lift and carry up to 25 pounds

• Ability to work varied hours/days as business dictates including holidays

• Demonstrated ability to improve operational processes and efficiencies

• Demonstrated ability to deal effectively with conflict

• Demonstrated focus on continuous improvement

• Requires valid driver's license

Other Skills and Abilities:

• Excellent communication skills

• Organizational skills

• Multi-task oriented

• Knowledge of Hattiesburg, especially the downtown area, especially helpful

• Experience with ticketing operations preferred but not required