Operations Coordinator

As part of the operations team, this role serves as a key support for both the orchestra operations and personnel. The person in this position ensures that all logistics, both production and personnel, are clearly communicated to all appropriate parties. This position ensures the overall effectiveness and performance of the orchestra.

Specific Responsibilities:

BPO Operations Department General Duties:

Manages the day-to-day logistics of the operations department, including, but not limited to:

• Processing department invoices and check requests
• Creation and distribution of the Concert Information Sheets
• Creation of Guest Artist contracts after the contract details are received from the Vice President, Artistic and Orchestra Operations
• Tracks and processes all contracts making sure that all needed tax forms and Artist payment forms have been received so that payment can be processed in a timely manner
• General administrative support to the Vice President, Artistic and Orchestra Operations and Director of Operations.

BPO Operations/Production Related Duties

• Participate in monthly department-wide BPO/KMH event operations review meetings, and weekly Operations team meetings.
• Provide support to the Director of Operations during large scale productions
• Implement guest artist hospitality and dressing room details as per rider requirements – hospitality with KMH concessions department, food/meal pickups, etc.
• Act as “Manager on Duty” as needed or in the absence of the Vice President, Artistic and Orchestra Operations and Director of Operations.
• Provides support for runouts and tours.
• Other duties as assigned by the Vice President, Artistic and Orchestra Operations and Director of Operations.

BPO Guest Artist related duties:

Works with the Vice President, Artistic and Orchestra Operations to manage and track all Guest Artist contracts.

• Ensure that all tax documents are received and shared with Finance Department
• Obtain any Guest Artist Buyouts

Works with guest artist managers to coordinate travel and logistics for the guest artist. This includes:

• Prepare guest artist itinerary
• Arrange for guest artist travel, hotel accommodations, and local ground transportation (volunteer drivers and/or this position).
• Coordinates guest artist complimentary ticket needs
• Act as point person for guest soloists and guest conductors.

BPO Personnel Management duties:

• Assist with audition process: including but not limited to accepting and tracking applications; posting signs, preparing music and meal orders for the audition committee; welcoming candidates; conducting orientation & supervising audition assistants; & escorting candidates to warm up rooms and on stage at their scheduled time
• Keep online musician portal updated with current rosters, schedules, rotations, etc.
• Post schedules, rosters, and rehearsal orders backstage for musicians
• Assist with hiring and on-boarding of subs and extra musicians as needed
• Act as “Personnel on Duty” as needed or in the absence of the Personnel Manager.
• Coordinate Musician Complimentary ticket requests

Position Requirements:

• Prior experience within a performing arts venue or with music, theater, or dance organizations preferred.
• Must be able to work days, evenings and weekends as needed
• Strong verbal and written communication skills are essential.
• Associates degree or higher is required.
• Must be able to work well with orchestra musicians, be understanding of their needs, and able to address those needs or to translate those needs to the responsible stage, technical and production personnel.
• Valid NYS Drivers License and access to reliable transportation for errands and/or travel arrangements.
• Ability to handle multiple tasks with accuracy and to establish and meet deadlines in a timely manner.
• Exceptional communication and collaborative skills.
• Job requires sitting, standing, walking, reaching, talking, hearing, handling objects with hands, and lifting up to 50 pounds.
• Strong proficiency with computer applications (Windows and Mac) and Microsoft Word, Excel, Outlook, and other Office 365 applications (OneDrive, SharePoint, Teams, etc.)
• Familiarity with OPAS/other Orchestra Management Software is preferred.

The Buffalo Philharmonic Orchestra Society, Inc. is an Equal Employment Opportunity and Affirmative Action employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any kind. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, veteran status or any other status protected under federal, state, or local law.

Job Type: Full-time

Pay: $18.50 - $21.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you able to work the occasional evening and/or weekend?

Education:

• Associate (Required)

Experience:

• performing arts : 1 year (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Buffalo, NY 14201 (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person