Venues Coordinator

The Cleveland Orchestra is looking for a Venues Coordinator, who will provide administrative support to the Assistant Director of Venues and to the department through budget tracking, contract and vendor processes, and capital project planning and support. The Venues Coordinator has both internal and external client responsibilities and must be able to deliver the highest level of customer service to both.

           

Position responsibilities include the following:

 

·        Create and process general internal and external correspondence, meeting agendas, and minutes.

·        Manage the physical and electronic department filing systems including but not limited to financial records, capital project files, contracts, blueprints, drawings, general information, and policies and procedures.

·        Accurately manage and meet all deadlines for the Venues & Events Department accounting processes including processing invoices, expense journal entries, general ledger reconciliation, revenue and expense postings, end-of-the-month report review and filing, forecast data preparation, and utility use spreadsheets.

·        Oversee the annual independent contractor agreements, vendor insurance, and vendor workers compensation responsibilities, including processing, distribution, tracking, and securing renewals.

·        Assist with department budget preparation in an accurate and timely manner, including all forecasting requests.

·        Oversee Hall Staff leads with inventory management and weekly documentation of inventory sheet.

·        Collaborate with Assistant Director on Hall Staff/Building Engineer scheduling to ensure we are staffed according to the event calendar.

·        Oversee food and beverage inventory and work with Assistant Director to consistently maintain inventory of concession and coffee supplies.

·        Prepare capital project budget documents, and manage and track associated payments (i.e., pay apps, change orders, etc.).

·        Create timelines for project planning process, including deadlines for issuing contracts, legal documents, and communication procedures.

·        Ensure compliance with all contracts and insurance policies, and Ohio Revised Code.

·        Prepare contracts with contractors, architects, and other third parties as required per project.

·        Coordinate and participate in capital project meetings.

 

·        With the Assistant Director of Venues, manage the Safety and Security Preparedness Manual and implementation of procedures with full-time staff.

·        Coordinate distribution of Blossom Music Center ID badges and parking credentials each summer.

·        Periodically act as a FOH manager for TCO Concerts and other events at Severance Music Center, as needed.

 

 

We offer a competitive salary, very generous medical and dental plan benefits, 403(b) plan with employer match, and the opportunity to work with a world-renowned Orchestra.