Position:  Box Office Co-ordinator
Status:   PSAC 40 hours per week/Flex Time Position

1) Summary
The Box Office Co-ordinator reports to the House Manager/Volunteer Co-ordinator and is responsible for supervising box office operations including being the lead box office representative at all Yukon Arts Centre events (which includes working evenings and weekends) supporting telephone and on line sales, and ensuring that Yukon Arts Centre Clients and patrons receive efficient, effective and friendly service.
The Box Office Co-ordinator also provides administrative support to the finance, rental booking, and marketing areas. The Box Office Co-ordinator will work closely with and support the finance department in all matters relating to Box Office financial transactions.

The Box Office Co-ordinator will be expected to work week nights and weekends between September to June. The position will work mostly during the day in July and August.

2) Position History:
This position was created in October 2012

3) Results to be achieved:
a) The work of the Box Office Co-ordinator supports the strategies and tactics of the three-year plan as defined by the CEO, and works with the finance, marketing, and administrative departments. 

b) Box Office:
i) Box Office will provide efficient, friendly, and accurate service to clients and patrons.
ii) Box Office will maintain accurate ticket and accounting records and will ensure that revenues are accounted for in a timely fashion.
iii) Phone calls, emails, social media posts, from clients and ticket patrons will be responded to in a timely fashion. All correspondence will be recorded and Clients and patrons will receive a high standard of service.
iv) Support efficient operation of ticketing software, both in house and on-line.
v) Remote Box Office locations (Old Fire Hall) will function effectively and will provide the same level of service as the Mainstage (YAC) Box Office.

c) Rentals
i) Bookings will provide efficient, friendly and accurate service to clients.
ii) Bookings will provide accurate and timely information to all departments about all facility use.
iii) Rental contracts and other documents will be prepared accurately and in timely fashion.

 

d) Communications/Finance
i) Provide consistent and transparent support to finance with all box office reports, transactions, and reconciliations.
ii) Provide consistent and timely support to marketing on all website, social media, and signage needs.

e) General
i) All policies and procedures related to Box Office, Accounting, Marketing, and Administration will be clearly and effectively followed and documented.
ii) Staff and volunteer satisfaction levels will be high.

4) Responsibilities/Duties:
a) Provide leadership to all direct reports
b) Attend all pertinent meetings, as assigned by the House Manager/Volunteer Co-ordinator
c) Perform very basic bookkeeping
d) Maintains filing system – Box Office, Accounting, Marketing
e) Performs clerical and other related duties as required

f) Reporting
i) Ensure that all box office financial records are maintained and all financial data is made available to finance in a timely fashion.
ii) Ensure that all client contracts are properly documented and that information flows effectively to other departments
iii) Track statistics annually that cover venue usage (YACC Mainstage, Lobby, Studio Theatre, Gallery, Old Fire Hall) for reporting purposes.
iv) File Socan payments related to YACC Presentation Series
v) File Re:Sound payments related to venue usage
vi) Maintain effective and accessible paper and electronic files documenting all rental contracts, ticketing contracts, client intake check lists and client intake information.

g) Financial
i) Ensure that all Box Office staff sign in and out of the software and that each completes their till closures accurately.
ii) Execute “end of day” procedures accurately and in a timely fashion.
iii) Provide timely box office reports to the finance department
iv) Provide support and back-up to finance department for Accounts Payable and Receivable
v) Provide support and back-up to finance department for Payroll
vi) Ensure that all cash handling policies are enforced. Make bank deposits when necessary.
vii) Ensure that financial policies and procedures are carefully adhered to.

 

h) Staff Training
i) Ensure that Box Office staff is adequately trained in customer service, ticketing software, and all box office processes.
ii) Ensure that the casual staff at the Old Fire Hall are fully trained on ticketing software and Box Office policies and procedures. Achieving this will require working with Casual staff during the evening shifts (training).

i) Scheduling and Bookings:
i) Receive event bookings and enter all bookings, “traditional” and new into the events calendar and ensure a paper copy of that calendar is kept up to date.
ii) Maintain master electronic and paper booking calendar and all supporting documentation. Ensure all calendars and schedules are prepared in a timely/accurate fashion with all pertinent information updated as required to the shared calendars with all pertinent contract and contact information
iii) Ensure that booking information is shared in a timely fashion with other departments.
iv) Ensure that “traditional” bookings are accurately tracked and respected.

j) Ticketing Software
i) Be the ticketing software lead and be able to train box office and other staff on how to use the software. Achieving this will require working with Casual staff during the evening shifts (training).
ii) Implementation of “new” ticketing software services as yet not utilized by Box Office and FOH and Bar.
iii) Ensure ticketing software files are backed up on a daily, weekly and monthly basis.
iv) Ensure that the ticketing software is kept up-to-date and that all updates are installed and tested in a timely fashion.

k) Marketing
i) Build and monitor social media events, postings, and customer feedback
ii) Build website event pages, calendar listings for YACC Mainstage, Gallery, Old Fire Hall and Rental Clients.
iii) Monitor and support all lobby signage, both print and digital.
iv) General administrative support as required.

l) Customer Service
i) Provide leadership in customer service to all front of house staff
ii) Ensure that all client handbooks, contracts, MOUs emphasise solutions and a positive client experience.

5) Supervision of staff
Direct supervision of Box Office staff and casual staff.

6) Dress:
a) Personal appearance of Box Office staff is an important part of a patron’s first impression of the Yukon Arts Centre; therefore the Box Office Manager will show leadership in personal appearance and will ensure that all Box Office staff are appropriately attired.

7) Qualifications:

1) Knowledge:
a) Microsoft Word, Microsoft Excel, Microsoft Outlook (calendar function in particular)
b) Experience with ticketing software. (currently, Theatre Manager)
c) Mid level computer skills including an understanding of operating systems, basic networking, permissions and security.
d) Courses in Accounting
e) Bookkeeping experience will be an asset
f) Must provide a Criminal Record Check

2) Skills:
a) Great people skills and customer service
b) Demonstrated ability to perform multi tasks in an environment where priorities can change rapidly
c) Demonstrated ability to manage and operate a computerized sales & ticketing system
d) Good time management skills and the ability to anticipate and manage a changing workflow
e) Good oral and written communication skills
f) Strong computer, analytical and math skills, Windows 10, Excel, and Word
g) Demonstrated excellent interpersonal skills
h) Demonstrated administrative and organizational skills
i) Demonstrated effective communication and problem solving skills

3) Abilities:
a) Ability to prioritize workload and work under peak load pressure to ensure deadlines are met
b) Maintain well-organized filing systems and work area
c) Provide service to clients in a respectful, sensitive, and confidential manner
d) Represent the charity to clients and the community in a professional manner

 

Status:   PSAC Position (Flex Time)

Rate of Pay: $22.24/hour increasing to $23.14 after completion of successful 6 month probation.

Annual Leave: As per Article 28 of the PSAC Collective Agreement

Hours of Work: 40 hours per week average (flex time)

 

Please submit Cover Letter and Resume to casey.prescott@yac.ca 

Deadline to apply is October 18, 2018