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Operations Manager
Prince George Symphony Orchestra
Operations Manager – Roles and Responsibilities
Box Office
• Aid patrons with ticket purchase as required
• Manage and operate POS payment system
• Greet visitors to the PGSO office
• Answer office phone, and direct calls as required
• Issue complimentary tickets as required
• Reconcile cash from events and ticket sales
• With ED, set up season subscriptions and events in the box office system
• Facilitates patron communications, including email blasts
Office Management
• Responsible for the smooth functioning of the PGSO office space
• Ensure music librarian and bookkeeper have space and resources
• Ensure the photocopier is supplied and serviced
• Ensure the music library has sufficient space for access and storage
• Track passwords and software installation data (e.g.: serial numbers, account numbers)
• Contact Management - Maintain and share updated contact information of musicians, volunteers, patrons, donors, etc.
• Ensure that the physical records of the PGSO are maintained in good order and
archived or destroyed appropriately
• Archive old files as required
• Work with the ED and Bookkeeper on the financial transactions and records
• Arrange payments as authorized by the ED, including staff contracted and community musician fees and per diems, reimbursements, and bills.
• Make bank deposits and maintain bank deposit books
• Maintain clear records of all financial transactions and communicate them to the bookkeeper
• Dispute incorrect billings
Production
• Coordinate musicians including core, extra and community musicians and guest artists
• Prepare extra musician and guest artist contracts
• Arrange accommodations as required
• Arrange travel (including air and local ground transportation)
• Communicate contracts, schedules, programs, seating plans, travel itineraries, accommodation details, etcetera
• Define and fill volunteer roles, including billet hosts, as required using online tools
• Review, update and follow production checklist for all events
• Maintain and restock the production bin including first aid supplies
• Create, print and post schedules, seating plans, contact lists, signage etc. on site
• With the ED, maintain updated event calendars and schedules.
• Organize production transport as necessary, including transport of percussion instruments, chairs, stands, and access to storage facilities
• With the ED, ensure that extra instruments (e.g.: piano, keyboard) are rented, tuned, and delivered
• Book venues as needed and liaise with venue staff.
Performance and Events
• Manage the backstage area
• Manage setup and teardown of the rehearsal/performance space
• Ensure the onstage seating setup is complete according to the seating diagram
• Book and manage setup/teardown crew as needed
• Ensure musicians have up-to-date information about space and schedule
• Ensure musicians' working environment is comfortable and meets all contractual requirements (e.g. temperature)
• Support musicians as required
• Liaise with production and venue staff
• Aid front of house setup as available
• Arrange gifts and flowers for guest artists and Lheidli T’enneh elders, including onstage presentation
• With ED, organize duty roster for all services and events, and participate in roster.
• Post notices, including rehearsal schedules & room assignments
• Aid the librarian with collection and distribution of music as able and required
• Provide water and snacks as needed
• Liaise with venue as required on site
• With ED, ensure archival recordings are made of each concert, including setup and teardown of recording equipment
Fundraising
• With ED, manage online events such as fundraisers
• Help arrange and staff in-person fundraisers and donor events
• Assist ED in grant writing as able and available
Other Responsibilities
• Support other staff members as available and as required
General Requirements
• Position involves some physical labour moving equipment
• Candidate would ideally possess a current driver’s license and be comfortable driving a cube van.
• Familiarity with orchestral instruments and music is an asse