Operations Manager

Proctors Group•Saratoga Springs, NY

17d•$63,000 - $68,000•Onsite

About The Position

Proctors Collaborative is the Capital District’s leading regional arts organization with performing arts venues in Albany, Schenectady and Saratoga, and education, civic engagement, and economic development initiatives throughout the region. We’re changing expectations about how the arts serve a community. Proctors Collaborative seeks an Operations Manager for Universal Preservation Hall to join its Operations team to serve in a professional, front-line position. This is a full-time, salaried position that requires a flexible schedule, including evenings, weekends, and occasional holidays.

Requirements

Excellent customer service skills and a commitment to providing an exceptional patron and client experience
Self-motivated, proactive, and able to take initiative while working independently and collaboratively
Strong organizational skills with exceptional attention to detail, accuracy, and presentation standards
Proven ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment
Skilled problem solver with the ability to make thoughtful decisions and adapt quickly to changing circumstances
Demonstrates professionalism, diplomacy, and strong interpersonal skills while building collaborative relationships across departments, external partners, event teams, and community stakeholders
Commitment to EDIA (Equity, Diversity, Inclusion, and Access) principles, with experience working respectfully and effectively with diverse populations
Ability to lead and coordinate event operations in a manner that reflects EDIA values and promotes an inclusive experience for all stakeholders
Proficient in standard computer applications and able to learn new software and database systems quickly

Responsibilities

Assist in the development and implementation of procedures to improve patron experience
Train and schedule Ambassadors in coordination with organizational partners for all performances and events
Hire, train, and supervise house managers for all performances and events
Be present for and/or schedule per diem house managers for all performances and events
Manage the volunteer team for each performance
Maintain the cleanliness and appearance of lobbies, theater and front facing areas
Coordinate operation of facility during each performance (heating/cooling, lighting, etc.)
Provide high-quality, individualized customer service for patrons
Communicate with patrons to resolve seating and other concerns that may arise
Create, maintain, and update volunteer staffing schedules for each production
Produce and manage volunteer renewal packages every season
Maintain database of volunteers for each season
Receive, process, and confirm volunteer renewals and first-time registrations
Schedule and lead volunteer orientation sessions before each season
Assist volunteers in rescheduling if necessary
Manage inventory and sale of concession items including deliveries and stocking
Handle deposits for each performance according to direction from the Finance department
Hire, schedule, and supervise paid bartenders
Purchase nonalcoholic beverages and other concessions supplies
Coordinate facility cleaning and maintenance services with contracted vendors, housekeeping staff, and groundskeeping partners to ensure a safe, clean, and welcoming environment
Oversee the cleanliness, appearance, and operational readiness of all facility spaces, including public areas, backstage spaces, staff areas, and surrounding grounds
Manage the ordering, inventory, and distribution of facility and event-related supplies in collaboration with the Housekeeping Manager
Oversee security systems, protocols, and policies for the theatre
Maintain the organization’s event calendar by entering and managing event holds, confirmations, contracts, and detailed event information
Manage, maintain, and organize event assets and supplies, including décor, linens, furniture, and other rental inventory
Collaborate closely with the Production team to coordinate venue, rental, and event logistics, ensuring all operational and technical needs are met
Oversee room setups and resets for rentals and events, including coordinating and performing pre-event and post-event space preparation
Prepare rental agreements, contracts, and invoices, and partner with the Finance team to address special billing requirements and payment processing
Assist other departments in staffing, setting up, and running special events
Coordinate all aspects of rentals with clients and appropriate internal departments