Facilities and Production Coordinator

1 week ago

Richmond, United States East Bay Center for the Performing Arts Full time

**Job Summary**

We are in search of a dynamic individual to oversee this historic landmark in the City of Richmond, a 12-year-old performing arts facility with over 11,610 square feet. Under the direction of the Director of Student Development & Training, the incumbent will manage core Center productions, facility rentals, and outreach performances, as well as coordinate facility maintenance. They will collaborate with both the Main Site program staff and School Partnerships program staff to ensure smooth and efficient facility operations. In collaboration with the Director of Student Development and Training, they will be responsible for hiring, onboarding, and supervising all on-call production/tech crew. The incumbent is also responsible for coordinating quarterly inspections and ensuring that all technical equipment is maintained and in optimal working condition. They must be flexible as there will be times when they will be required to work additional hours to support the Center’s scheduled signature events (e.g. annual gala, student performances and guest artist productions) that may occur during the evenings and some weekends.

**Key Responsibilities**

**Core Productions (50%)**

Coordinate all Center annual and special events, including:

- Handling load-in;
- Establishing rehearsal and tech schedules;
- Oversee stage management;
- Determining technical and production needs for all performances at least two weeks before each performance;
- Ensuring that events are fully staffed and the on-call technical crew is trained for each event;
- Establish and maintain a roster of on-call production/technical crew for all Center performances and events, including recruiting, hiring, and onboarding/training;
- Establish system for tracking events/data collection, ensure that information is documented in a timely manner;
- Coordinate and ensure compliance with Finance policies and guidelines of all maintenance accounting, invoice processing, contracting, direct purchasing activities and funds control to track production expenses as required.

**Outreach Performances (“Call and Response”) (15% )**
- Coordinate all _Call and Response_ Events, including communications and problem solving with relevant staff, faculty, students, parents, and community partners;
- Track data from Call and Response Events timely;
- Respond to community and client inquiries within 48 hours (coordinate with Program Leadership to identify appropriate performance groups).

**Facility Rentals (15%)**
- Act as initial point of contact for all rental requests, providing technical and facility

information to interested parties;
- Determine equipment and staffing needs and calculate cost estimates;
- Obtain signed contracts, deposits and final invoicing following events;
- Oversee the rental agreements and track all invoices, revenue and expenses associated with facility rentals.

**Coordination of Maintenance and Repairs (20%)**
- Oversee the preparation of bid specifications, service level agreements and

related bidding documents for service contractor requirements;
- In collaboration with the Director of Student Development & Training,

coordinate preventive maintenance and repairs; communicate and schedule

contractors as needed for facility repairs, including electrical, plumbing, fire

system (alarm system, extinguisher, standpipe and sprinkler), elevator, pest

control, telephone service;
- Schedule quarterly and annual inspections of all systems, including inspections required to meet California Department of Buildings and FDCA code;
- Schedule and manage custodial contractor and maintain stock of cleaning

equipment and supplies; light assistance with cleaning and maintenance as

needed;
- Oversee room set up for main site classes, ensuring that all rooms are

appropriately set up for the first class of the day;
- In collaboration with Human Resources, update and manage the Injury Illness Prevention Program (IIPP) and ensure that First Aid Kits are up to date;
- In collaboration with the Controller, track facility expenses and provide cost projections for building systems, including electrical, plumbing, painting, house seat maintenance, garbage removal, and carpet cleaning;
- Evaluate equipment needs, including maintenance, upgrades, storage,

inventory, and purchases;
- Oversee documentation archives and training for all technical equipment

and maintain inventory files for insurance purposes;
- Maintain/update safety and emergency procedures for theater

workers/other staff.

**Knowledge, Skills and Abilities (typically required of the position)**
- Demonstrated experience with the technical aspects of theater and/or

significant experience/education in theater management;
- Ability to operate a Mac Operating System, Microsoft Excel, Microsoft Word,

and Google calendars;
- Must have strong written and verbal skills and the ability to communicate with

a diverse audience;
- Ability to communicate clearly and concisely; bo

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