Admin & Facilities Coordinator
Vertigo Theatre
Hours: 40 hours per week
Compensation: $43,000 – $45,000
Location: On-site at Vertigo Theatre (161, 115 9 Ave SE)
Start Date: As soon as possible
Deadline to submit: Applications will be accepted until a suitable candidate is found
About Vertigo Theatre
Vertigo Theatre is a premiere cultural institution in Calgary and has entertained audiences for over 47 years with high-quality programming. It is the only theatre in North America that produces a season based entirely in the intrigue and mystery genre. Located at the base of the Calgary Tower, the Vertigo complex is home to our administration and ticket offices, rehearsal hall and two performance venues. We cater to a diverse audience including young adults, students, urban professionals and seniors.
The Ideal Candidate
Vertigo Theatre is seeking a highly personable individual with impeccable attention to detail to join our team. The admin & facilities coordinator position is an integral member of the administrative team, who is able to undertake a variety of tasks and works well under pressure. Directly supporting the company manager and the executive director, this individual is comfortable working with a high degree of activity, a fast-paced office environment and the need to assist multiple departments throughout the year. This is an excellent opportunity for an individual with an interest in the arts or non-profit sector. This is an on-site position.
Duties and Responsibilities
Administration
- Working at an open concept reception desk in the main office assisting all visitors and coordinating incoming and outgoing mail and shipping.
- Assisting in maintaining administrative files, databases and calendars.
- Ensuring that all business, liquor and food licenses are renewed with the appropriate authorities prior to their annual deadlines.
- Coordination of the executive director and admin team schedules.
- Primary board of directors Liaison responsible for coordinating meetings, correspondence and annual filings.
- Taking minutes at all board meetings and committee meetings as required.
- Updating, creating and distributing company documents.
- Ordering supplies and coordinating deliveries as needed.
- Arranging couriers for rapid delivery of paperwork or packages.
- Overseeing the computer network and coordinating repairs and upgrades with the IT consultant.
- Performing preliminary troubleshooting and basic IT repairs.
- Planning and executing staff events.
- Taking excess recycling (including bar recycling) to the garbage room weekly.
- Researching, executing and tracking large purchases.
- Oversight and upkeep of the company break rooms, including the administrative office kitchen, two bar serveries and both greenrooms.
- Other responsibilities as determined in agreement with the company manager and the executive director.
Board of Directors
- Primary board of directors liaison responsible for coordinating meetings, correspondence and annual filings.
- Providing general administrative support to the board, such as managing records and correspondence.
- Preparing board meeting packages and ensuring timely and accurate information flow.
- Taking minutes at all board meetings and committee meetings as required.
Artistic
- Compiling artist lists as required.
- Assisting with audition processes and season contracting documentation.
Development
- Assisting with coordination of special events as needed.
- Primary liaison between the board of directors and development department.
Marketing
- Assisting the Box office with occasional ticket sales, raffle coordination and other activities as required.
Accounting
- Filing and ongoing assistance to the accounting department and the executive director on a weekly basis.
- Entering cash receipts.
- Reconciling box office.
- Executing weekly/bi-weekly bank deposits.
- Collecting, coding and filing credit card purchase receipts.
- Assisting with audit preparation under the direction of the executive director.
Facilities
- Maintaining and programing door codes for all departments.
- Arranging fire warden training with Aspen Properties as required.
- Arranging security clearance for all service providers.
- Arranging for regularly scheduled maintenance and service (elevators, HVAC, fire extinguishers, etc.).
- Reviewing the Health & Safety Plan on a regular basis.
- Acting as point person for Vertigo for facility-related matters as directed by the production & facility manager.
- Maintaining asset management and tracking for high-value equipment, including oversight of the key management system.
Vertigo Theatre encourages a team-oriented environment. All personnel are required to participate in a wide range of activities or take on additional responsibilities from time to time that may be outside of the core responsibilities and duties for each position.
Required Skills and Qualifications
- Exceptional attention to detail and an ability to multitask.
- Superior written and interpersonal communication skills.
- Professional, calm and engaging nature with a strong aptitude for providing high level customer service.
- Demonstrated ability to take initiative, work independently and collaborate as a team member in a fast-paced environment.
- Proficiency and comfort with technology and utilizing a variety of applications.
- Previous experience with Microsoft Office, specifically Microsoft Word and Microsoft Excel.
- Previous experience in database management, including ticketing systems, would be an asset.
- Previous experience with the Google Drive system would be an asset.
- A keen interest in arts and culture.
- Class 5 driver’s license with no major infractions.
- Legally entitled to work in Canada.
Hours: 40 hours per week, Monday to Friday, 9am to 5pm, with some evenings and weekends required.
Compensation:
- $43,000 – $45,000 based on experience
- Extended Health and Dental plan after three (3) months with cost shared 50/50 between employee and employer.
- Three (3) weeks of vacation time annually and other holidays as determined by management.
Please note that parking expenses are the employee’s responsibility and no designated parking is available onsite.
Vertigo Theatre has a responsibility to create workspaces where people feel respected and can be themselves and do their best work in every capacity. With this in mind, we encourage applications from qualified individuals who identify as Indigenous, Black, POC, 2SLGBTQIA+, Disabled/People with Disabilities and/or Neurodivergent people.
If there are any potential barriers (language, disability, or any other considerations) preventing you from applying, please reach out to us at applications@vertigotheatre.com, and we will work with you to find a suitable application process.
Please send a cover letter, resume or CV and three references to Laura Couch, Company Manager at applications@vertigotheatre.com. Please use the subject line “Admin & Facility Coordinator”.
Interviews will commence immediately. Thank you to all applicants. Only those selected for interviews will be contacted. No phone calls please.
For more information about Vertigo Theatre please visit our website, vertigotheatre.com.
