Operations Administrative Manager

Greater Austin Performing Arts Center, Inc. DBA Long Center • Austin, TX

10h • Onsite

About The Position

The Operations Administrative Manager ensures the efficient, safe, and organized day-to-day operations of the Long Center facilities, events, and working environment. Reporting to the Chief Operating Officer, the Operations Administrative Manager is responsible for the general administration of facility calendars and account documentation, contracting, and reporting across multiple departments. In addition to managing various administrative and support functions, this role fields and directs inbound inquiries and serves as liaison between event operations, facilities, housekeeping, and administrative staff.

Requirements

• 2+ years of experience in a professional/executive administrative role required.
• Knowledge of Microsoft Office products, event diagram software, and general database software, scheduling and calendaring.
• Ability to read, analyze, and interpret business documentation including budgets and contracts; ability to write reports, business correspondence, and process documents; ability to effectively present information and to managers, clients, customers, and the public.
• Ability to calculate amounts such as sales tax, interest, discounts, percentages and area.
• An affinity for the Long Center’s mission and a passion for live events required.

Nice To Haves

• Experience supporting live events, hotel and/or facilities management preferred.
• Bachelor’s Degree in Business or Events Administration preferred.

Responsibilities

• Administers facility and event calendars using Outlook and Momentus.
• Manages internal booking of production and event space, ensuring proper resources are allocated and resolving any conflicts that may arise.
• Plans, tracks, documents, communicates and advances requests related to VIP Events, Private Receptions, and other use of Long Center spaces for high end clients including Austin’s Ballet, Opera, and Symphony Orchestra (FRCs) using established internal processes.
• Responds to client inquiries in a timely manner and handles/escalates questions and issues with a high degree of integrity and professionalism.
• Develops and updates estimates and budgets, monitoring and tracking event changes for post-event review, settlement, and invoicing across FRC engagements and other events as needed.
• Supports the Chief Operating Officer in contract preparation and account administration, managing information databases, filing systems, and document organization using excel and internal file sharing software.
• Works closely with Housekeeping, Maintenance, Security, Box Office, and Guest Services to ensure onsite needs are met and requests are carried out in compliance with contractual obligations and the Long Center’s established venue protocols.
• Supports the collection and follow-up from post-event reporting and client feedback.
• Monitors the procurement and purchasing of office supplies, consumables, furniture and equipment for internal use.
• Ensures workspaces and working environment are set up and properly equipped for new and existing team members.
• Assists with food and beverage ordering, set up, and teardown for internal events.
• Maintains a regular onsite presence at FRC engagements and other onsite events.
• Provides administrative support to the Chief Operating Officer and other Directors as needed.
• Supports all Long Center departments with a variety internal and external events, stepping in to handle other related duties, as assigned.

Benefits

• 9 paid company holidays + 2 floating holidays
• 4 weeks of accrued PTO annually, increasing to 5 weeks after 4 years of service
• Options for medical, dental, vision, disability, and critical illness coverage
• Roth and Traditional 401k with employer match after 6 full months of service
• Access to world-class arts & entertainment, free parking, and the best view in town!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 11-50 employees