Theatrical Operations Manager

2 days ago

Tampa, Florida, United States Straz Center for the Performing Arts Full time
About the Role

We are seeking a highly skilled and experienced Theatrical Operations Manager to join our team at the Straz Center for the Performing Arts. As a key member of our operations team, you will be responsible for ensuring the successful execution of select produced and presented events through the facilitation of financial management as directed by artistic leadership.

Key Responsibilities
  • Financial Management: Prepare pro-formas and budgets for all assigned events, ensuring all productions stay within approved budget unless otherwise approved by CEO or CPMO.
  • Event Planning: Coordinate with production department to advance technical needs for production/operations estimates, maintain budgets with up-to-date expenses and projections, and provide weekly flash reporting.
  • Contracting and Licensing: Contract and/or license as requested, and develop, negotiate, and issue all casting and creative contracts at the direction of the production's casting director.
  • Payroll and Rehearsal Scheduling: Create payroll schedule and ensure accurate execution thereof, and establish rehearsal schedules and space reservations in collaboration with stage management/creatives/production.
  • Design and Production Meetings: Set and run design and production meetings, ensuring coordination and clear communication between show creatives and Straz production/operations staff, and enforcement of related budgets.
  • Travel and Accommodations: Arrange all travel/transportation/accommodations for visiting artists or production team members.
  • Regulatory and Insurance Requirements: Compile all relevant regulatory and insurance-related requirements and documentation.
  • Equipment and Prop Sourcing: Source and order additional equipment, props, costumes in coordination with design team and production team, staying within approved budget.
  • Communication and Feedback: Keep in regular contact with Company Management/Stage Management throughout the life of all engagements to ensure the continued integrity of the production, and keep in regular contact with House Management to get feedback on audience comments/reactions and logistics which may impact audience experience (or performer experience).
  • Opening/Closing Festivities: Plan and manage any opening/closing festivities.
  • File Maintenance: Maintain accurate and up-to-date files at all times.
Financial Responsibilities
  • Pro-Forma and Budget Preparation: Prepare pro-formas and budgets for all assigned events.
  • Budget Management: Ensure all productions stay within approved budget unless otherwise approved by CEO or CPMO.
  • Weekly Reporting: Report weekly projected P/L to Finance each Monday morning for inclusion in the prior week's Flash Report.
  • Settlement Creation and Execution: Ensure settlements for all assigned events are created and executed with accuracy and timeliness.
  • Event File Maintenance: Ensure all event files are maintained in an accurate, complete, and up-to-date manner.
  • Contract and Payment Tracking: Track all contract and payment status from planning through closing of all events.
  • Cash Requirements: Provide Finance with timely information regarding upcoming cash requirements for shows, artist, royalty, guarantee payments, as well as any other cash requirements for day-of-show, settlement payments for overages, petty cash, etc.
  • Insurance Certificates and Review: Work with Finance to provide insurance certificates for artists and review any insurance-related issues in contracts.
Institutional/Overarching Responsibilities
  • Departmental Initiatives and Long-Range Programming Objectives: Support the COO & CPMO with delivery of department initiatives and long-range programming objectives.
  • Strategic Planning: On an annual basis, support departmental multi-year strategic plan, refine specific annual operational goals, action steps and budgetary expectations for the forthcoming year.
  • Show Research and Identification: Consistently research and identify shows that align with the Straz Center's strategic plans to increase event revenue generation and deliver positive financial results.
Other Responsibilities
  • Team Collaboration: Contribute to overall team effort in planning and development and shares in the decision-making process, implementing and promoting all decisions in a spirit of cooperation.
  • Departmental Functions and Special Events: Assist in departmental functions and special events and perform other duties when necessary to ensure the overall smooth operation of the department.
  • Additional Duties: Perform other duties as assigned.
Minimum Qualifications
  • Financial Knowledge and Experience: Excellent understanding of finances, expenses and profit as it relates to theatrical producing.
  • Communication and Influencing Skills: Excellent communication and influencing skills.
  • Organizational and Follow-Through Skills: Excellent organizational and follow-through skills with meticulous attention to detail.
  • Collaboration and Partnership Building: High level collaboration skills to maintain and strengthen internal and external partnerships.
  • Work Ethic and Resourcefulness: An industrious work ethic and resourceful and results-driven approach.
  • Interpersonal Skills: Strong interpersonal skills and the ability to work well with a diverse population.
  • Pressure Management: The ability to work under pressure in an environment with multiple concurrent, competing and dynamically evolving needs and deadlines.
  • Proofreading Ability: Effective proofreading ability.
  • Contracts Background: Contracts background experience preferred.
  • Technical Rider Experience: Experience implementing tech riders, providing scrutiny and negotiation skills needed.
  • Live Events Background: Live events background required.
  • Theatrical Production/Producing Background: Theatrical production/producing background essential.
  • Computer Proficiency: High level of computer proficiency with Microsoft Office suite including, Excel, Word, Outlook, Teams, SharePoint, OneDrive, and PowerPoint.
  • Project Management: Ability to successfully manage multiple projects and respect multiple deadlines with rapidly alternating or changing priorities on a tight schedule.
  • Travel and Accommodations: Expects to work nights and weekends, and must have a valid Florida driver's license.

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