Office Coordinator

POSITION DESCRIPTION: OFFICE COORDINATOR

Reports to: Operations and Events Manager

HOURS: Part-time, hourly non-exempt | 18-22 hours weekly

SCHEDULE:  Tuesday – Friday, including core Ticket Office hours (10am-12pm, 2 days per week)
Some nights and weekends for events.

DIRECT REPORTS: Ticket Office Assistants, Ticket Office Volunteers

LOCATION: On-site

About the Stefanie H. Weill Center for the Performing Arts            
The Weill Center for the Performing Arts is a 1,150-seat live event venue in Downtown Sheboygan, WI. The Weill Center presents a series of live performances including music, comedy, variety acts, movies, and more. In 2001, the theater was restored to its original Spanish Colonial Revival architectural style and atmospheric theater, as built in 1928. The theater is currently listed on the National Register of Historic Places.

MISSION
Preserve this historic landmark theater in order to provide and sustain a majestic performing arts venue for the community and to serve the people of Sheboygan County and surrounding communities with the opportunity to enjoy cultural, educational, civic, and corporate events that will entertain and inspire.              

Overview

The Office Coordinator provides comprehensive administrative support and delivers exceptional customer service to support the efficient day-to-day operation of the organization. Serving as a primary point of contact for visitors, patrons, vendors, and community partners, this position manages Ticket Office operations, scheduling, records, organizational systems, and routine communications. The ideal candidate is highly organized, detail-oriented, professional, and discreet, with the ability to manage multiple priorities and provide responsive support in a fast-paced environment.

Duties and Responsibilities

• Coordinate daily office functions including managing supplies, orders, shared work areas, mail, deliveries, and routine administrative tasks.
• Answer and route calls, emails, and inquiries professionally and promptly.
• Maintain accurate and organized physical and electronic records, databases, files, correspondence, reports, and confidential information.
• Receive, prepare, route, and maintain routine administrative and financial documentation, including invoices, purchase orders, expense reports, deposits, and related paperwork.
• Coordinate schedules, including meetings, appointments, recurring deadlines, and cross-department updates.
• Manage day-to-day Ticket Office operations, including scheduling, training, customer service, and support of Ticket Office staff and volunteers to promote consistent service.
• Assist with volunteer scheduling, including orientation materials, coverage needs, and communication of schedule changes.
• Provide Ticket Office and patron support, including ticket sales, exchanges and refunds, donations, memberships, gift certificates, seating and accessibility requests, patron/donor records, and event information; resolve routine concerns and escalate unusual, sensitive, or policy-related matters as appropriate.
• Balance cash drawers, reconcile daily transactions, and prepare ticketing and operational reports in accordance with established cash-handling and financial-control procedures.
• Provide administrative support for events, front-of-house activities, special projects, and organizational initiatives; support leadership and departments as assigned.
• Communicate information and updates clearly, participate in staff meetings, and maintain discretion and confidentiality.
• Perform other duties as assigned.
  
  

Skills and Qualifications

• High school diploma required; additional education, relevant training preferred.
• Three or more years of experience in administrative support, office management, customer service, ticketing, or a related field preferred.
• Able to learn and troubleshoot software, hardware, and general technology operations.
• Exceptional customer service skills with excellent attention to detail and ability to prioritize multiple tasks.
• Able to climb stairs and lift up to 30 pounds.
• Represent the Weill Center professionally at all times.

Benefits

• Hourly compensation of $18-$20 per hour, based on experience
• Complimentary tickets to select shows for family and friends
• Complimentary parking

To apply, please send a resume and cover letter to Operations and Events Manager, Claire Konrath at ckonrath@weillcenter.com

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Management reserves the right to modify or assign additional duties as business needs require.

The Weill Center is an Equal Opportunity Employer. Employment in this position is at will and may be terminated by either the employee or the Weill Center at any time, with or without notice, subject to applicable law. Job offers are contingent on a satisfactory background check.    

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