Coordinator, Theater Operations

$45,302 - $50,981/Yr

Segerstrom Center For The Arts - Costa Mesa, CA

Full-time - Entry Level

Costa Mesa, CA

Performing Arts, Spectator Sports, and Related Industries

About the position

The Coordinator, Theater Operations at Segerstrom Center for the Arts provides essential administrative and clerical support to various departments within Theater Operations, including Facilities, Engineering, Security, Production, Event Operations, and Rentals. This role is crucial in ensuring the smooth operation of events and performances at the Center, contributing to the mission of fostering a culturally connected community through the arts.

Responsibilities

• Prepare departmental accounts payables, quotes, and proposals, creating individual purchase orders for various departments.
• Ensure accurate data entry of purchase order information and general ledger account numbers.
• Organize accounts payable paperwork and invoices for submission to the Finance department weekly.
• Coordinate with vendors regarding necessary paperwork and forms.
• Prepare financial Internal Department Recharges for operational costs incurred.
• Process expense reports and petty cash requests for Theater Operations departments.
• Manage the Theater Operations department's corporate credit card, tracking receipts and reconciling purchases.
• Create monthly and quarterly vendor invoices and follow up on past due amounts.
• Manage the Center's accounts with third-party water provider for inventory and deliveries.
• Attend budget meetings and categorize expenses for payment in collaboration with the Development department.
• Create VenueCube entries for upcoming events for performance tracking.
• Support and conduct special projects as needed.
• Track Capital Project invoices and proposals within an Excel spreadsheet.
• Serve as the primary contact for outside vendors for capital projects without an assigned project manager.
• Run Finance activity reports to reconcile Capital Project expense tracking.
• Oversee the weekly department staff calendar and send reminders.
• Administer the Center's Authorized Drivers Program and maintain compliance.
• Compile and submit quarterly reports to music licensing agencies for royalties due.
• Reconcile valet and parking assessments against invoices for accuracy.
• Administer the Theater Operations staff intranet file repository and ensure updates are made.

Requirements

• Bachelor's degree preferred; Associate's degree or equivalent from a two-year college or technical school and/or 1-3 years related experience in an administrative office setting.
• Proficiency with Microsoft Office suite (Word, Excel, Outlook) and Adobe PDF.
• Strong knowledge of data entry and office systems.
• Effective communication skills with all levels within the organization.

Nice-to-haves

• Experience with purchasing process, software, or online purchasing/accounting systems preferred.

Benefits

• 403(b) matching
• Disability insurance
• Health insurance
• Dental insurance
• Flexible spending account
• Paid time off
• Employee assistance program
• Vision insurance
• Employee discount
• Bereavement leave
• Life insurance
• Retirement plan