Company Management Coordinator

Oregon Shakespeare Festival•Ashland, OR

3d•Onsite

About The Position

This role provides exceptional customer service to artists, focusing on their comfort and security, and works to foster an inclusive company culture. The Company Management Coordinator supports company management for guest artists during the repertory season, processes travel reimbursements, and manages IT coordination for performing company email addresses and key card access. The position requires a creative, solutions-oriented approach and a strong commitment to customer service. Key responsibilities include facilitating travel and housing logistics, booking travel, updating scheduling databases, coordinating inbound and outbound shipping, maintaining housing records, tracking pet deposits and supplemental rents, and collaborating on property maintenance. The role involves performing walkthrough inspections, processing deposit refunds, and participating in a 24/7 emergency on-call schedule, which may include weekday, weekend, and evening shifts, as well as transporting individuals and addressing emergent needs. Additionally, the position supports general OSF hospitality efforts, such as providing hospitality during rehearsals, coordinating meal deliveries, and assisting with events. Driving OSF Fleet vehicles for guest transport, mail/package delivery, and other logistical support is a requirement, necessitating adherence to traffic laws and OSF vehicle policies. The role also involves managing purchases with a company credit card, ensuring expenses align with budgets, and maintaining accurate transaction records.

Requirements

High School degree or equivalent experience.
One year of professional experience in customer service/hospitality-oriented position or equivalent education or years of experience in another industry.
Proficient in Microsoft Office Suite (Word, Access, Excel) and email communication.
Basic knowledge of website maintenance and updates.
Strong organizational skills and excellent communication across all platforms—verbal, written, and interpersonal.
A collaborative and people-oriented approach, with a demonstrated ability to engage and build relationships with a diverse range of artists, technicians, and managers.
Able to demonstrate calm, efficient problem-solving and multitasking abilities in a fast-paced environment.
Able to quickly learn and adapt to custom scheduling and tracking technology tools.
Strong communication skills, with a proven ability to provide exceptional customer service and collaborate effectively with company members, managers, co-workers, and vendors from diverse backgrounds.
Able to maintain a positive work atmosphere, ensuring professional and respectful interactions in all situations.
Demonstrates a high level of attention to detail, observation skills, and a proactive, solutions-oriented approach.
Maintains the highest degree of confidentiality in handling sensitive information.
Must be of legal age to drive rental vehicles.
Possess a valid driver's license and maintain a clean Motor Vehicles Record (MVR).

Nice To Haves

Some college coursework preferred.
Background in theatre or live entertainment strongly preferred.
Prior experience in company management is a plus.
Excellent organizational and motivational skills.
Ability to work with minimal supervision.
Working knowledge of cloud-based collaboration software.

Responsibilities

Provide exceptional customer service in all aspects of artist relations, with a particular emphasis on ensuring artists’ comfort and sense of security.
Work to create and maintain an inclusive company culture and atmosphere.
Provide company management support to all guest artists involved in productions during the repertory season, as assigned by Company Manager.
Process guest and artist travel reimbursements in accordance with OSF and CBA guidelines.
Manage coordination with OSF IT team for performing company email addresses, key card access, and other personnel as designated.
Approach challenges with a creative, solutions-oriented mindset and a strong commitment to customer service.
Facilitate travel and housing logistics, ensuring timely and accurate updates in scheduling databases.
Book airline tickets and ground transportation for guest artists, OSF staff, and business guests.
Maintain open communication with relevant departments regarding itinerary changes.
Track travel progress to assist with rebooking in the event of delays or schedule shifts.
Facilitate housing requests and processes for assigned guests.
Generate internal housing procedures.
Coordinate inbound and outbound shipping of personal belongings.
Maintain records of housing, and travel related expenses.
Collect, and track pet deposits, and supplemental rents due.
Collaborate with the Director of Operations, and Company Manager, and the Housing Manager to support property maintenance and cleaning efforts.
Perform inbound and outbound walkthrough inspections, reporting all needed repairs to Facilities or property managers.
Determine and process deposit refunds.
Participate in the department's 24/7 emergency On-Call schedule.
Support general OSF hospitality efforts, including, but not limited to providing hospitality during half hours, secondaries and tech rehearsals, coordinating meal deliveries, and assisting with receptions, company parties, and opening night toasts.
Provide driving/transportation services as needed, including shuttle services, artist transport, pickup and delivery of mail, packages, other materials; and returns to local stores.
Drive OSF Fleet vehicles to transport guests, employees, or fixtures and furnishings.
Manage purchases using a company credit card in accordance with OSF spending policies.
Ensure expenses align with approved budgets and maintain accurate tracking and reconciliation of transactions.