Box Office Coordinator

City of Elgin•Elgin, IL

2d•Onsite

About The Position

The Box Office Coordinator performs intermediate professional and technical work in overseeing the operation of the Hemmens Cultural Center box office and other related work as required. Work hour may vary as required by the event schedule of the Hemmens Cultural Center. Work is performed under the general supervision of the Front of House Supervisor at the Hemmens Cultural Center. The ideal candidate should be thoughtful and positive with a desire to work with the public and ensure the event goer has the best possible experience. This candidate should be confident in solving problems and comfortable being flexible and adapting to the moment. This candidate should be well versed in the entertainment industry and comfortable working with artists and the community. This candidate will work with the DCASE and City of Elgin staff to further solidify Elgin’s reputation as a city of the arts while continuing to make the Hemmens Cultural Center a cultural hub in Elgin.

Requirements

Thorough knowledge of standard office practices, procedures and equipment.
Thorough knowledge of box office operations and practices.
General knowledge of accounting procedures related to ticket sales.
General knowledge of operation of the theatre.
Ability to maintain financial and statistical records and accountability systems for admission tickets and receipts.
Ability to establish and maintain effective working relationships with other employees, renters, volunteers and audience members.
Ability to understand, follow and convey oral and written instructions.
Ability to use good discretion to analyze situations and to take quick, reasonable and effective action as needed.
Considerable box office experience in a major live entertainment venue of a size equal to or greater than The Hemmens Cultural Center.
Cash handling experience.
Proficiency in Microsoft Office, Google Suite and/or Point of Sale and ticketing software suites.

Nice To Haves

Thoughtful and positive with a desire to work with the public.
Confident in solving problems.
Comfortable being flexible and adapting to the moment.
Well versed in the entertainment industry.
Comfortable working with artists and the community.

Responsibilities

Oversee the sales of tickets and the processing of payment by both renters and individuals attending shows at the Hemmens Cultural Center.
Handle phone and email sales.
Provide a point of contact for renters.
Provide data on sales and payments to the Front of House Supervisor.
Grow the mailing list for marketing purposes.
Supervise box office operations and staff.
Review box office staff schedules.
Prepare and maintain operational and financial files and records.
Supervise and participate in the operation of the box office.
Assist and supervise the maintenance of financial records.
Prepare daily cash reports and deposits.
Train employees in box office procedures and policies.
Assist Front of House Supervisor in annual and ‘as needed’ box office employee evaluations.
Receive and either resolve customer complaints or forward to Front of House Supervisor.
Update facility directories, bulletin boards and signage as provided by Marketing Specialist.
Train and assign box office volunteers.
Review scheduled work hours and review time sheets for accuracy.
Confirm ticket arrangements and either resolve related problems with promoters and renters (internal and external) or forward to Front of House Supervisor.
Coordinate with software vendors to ensure that ticketing system is up to date and operating properly.
Coordinate the scheduling of box office activities with Front of House Supervisor.
Prepare show-closing records, reports and billings and submit these to Front of House Supervisor for review.
Prepare daily closing records, reports and billings.
Maintain, grow and edit mailing lists online.
Act as on-site contact for renters.
Work closely with resident companies.
Manage subscriptions and Hemmens Seasons.
Perform other related tasks as required.