Production and Rental Coordinator

Category
Full Time

REPORTS TO: Production Manager

FLSA STATUS: Exempt

POSITION STATUS: Full Time

The Production and Rentals Coordinator is a key member of the Production Team. The Production and Rentals Coordinator provides direct administrative support to the Production Manager in the administration of the production process for Imagination Stage’s (IS) professional and student theatre season and handles all rentals for the theater, classroom, and lobby spaces at Imagination Stage.  

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Production (75%)

Assist the Production Manager:

  • Assist with Production Department day-to-day operations
  • Assist Production Manager with all productions as needed and cover production management duties in the Production Manager’s absence
  • Attend tech rehearsals for student productions and professional Theater for the Very Young productions as needed 
  • Assist Production Manager with tracking of capital needs and improvements for all production areas/departments.
  • Serve as a Production Department representative where necessary

Financial Tracking:

  • Track departmental production budgets and expenditures
  • Oversee production administrative functions including, but not limited to, creating purchase orders, production staff credit card receipt tracking, artist and staff reimbursements/check request processing, and processing/submitting all expense reimbursement requests

Scheduling:

  • Maintain and update production schedules and multiple calendars 
  • Using the building scheduling system (Skedda) book all spaces for rehearsals, productions, and production meetings and handle campus space reservation coordination

Touring/Company Management:

  • Assist the Artistic Department with Theater for the Very Young and Theater for Change tours
  • Attend load-in for tours and support the touring stage manager with touring logistics for Theater for the Very Young and Theater for Change performances as needed 
  • Work with the Artistic Department to coordinate travel and housing for out of town artists/designers

Administrative/Other:

  • Create and update production contact sheets with contact information 
  • Create and organize google drive production folders for upcoming seasons 
  • Assist with COVID safety measures such as collecting vaccination cards for productions and ordering COVID tests
  • Support Imagination Stage events as a production department team member including working the yearly Gala

Rentals and Special Events (25%)

  • Serve as primary Point of Contact for facility rental requests
  • Actively advertise and seek new rental clients
  • Identify rental clients’ needs and coordinate with internal departments to secure space, equipment, and staff for rentals
  • Serve as host and liaison for rental events, including birthday party rentals 
  • Identify and hire staff to run rental events with the assistance of the Production Manager
  • Create contracts, generate invoices, and receive, process, and monitor payments for rentals
  • Work with Facilities & IT Coordinator to ensure that all rentals are adequately staffed and that use of space is coordinated with other Imagination Stage departments in Skedda

Qualifications:

  • 2 years of professional stage or production management experience in a theatre environment required
  • Proficiency with Microsoft office suite (specifically Excel and Word) and Google products
  • Knowledge of theatrical production, design and build processes required
  • Detail orientation and strong organizational skills
  • Experience working as part of a production management team desirable
  • Excellent verbal and written communication skills
  • Strong critical thinking and proactive problem solving capabilities
  • Knowledge of AEA and USA agreements preferred
  • Flexibility and a good sense of humor a must

Physical Requirements:

The staff member performing this job will have to:

  • Move furniture such as tables and chairs for event set up and tear down, move production materials such as set pieces and lights
  • Capable of lifting items weighing up to 50 lbs.
  • Navigate narrow spaces such as storage closets and hallways and climb ladders 
  • Spend a portion of the day using a computer and related accessories, including virtual meeting attendance

Compensation and Benefits:

  • Annual Salary: $35,500-$38,000
  • 100% coverage for HMO individual health insurance
  • Paid Time Off: 10 vacation days; 7 personal days; 7 sick days; 16 paid holidays
  • Transit/Parking benefit
  • Generous free and reduced priced tickets, classes, and summer camps

To Apply:

Please send a resume and 1-3 references to [email protected]. Please title your email in the subject line: Production and Rental Coordinator - Your Name.

Imagination Stage celebrates diversity and is committed to creating an inclusive workplace that values members of our whole community. Imagination Stage is an Equal Opportunity Employer. It does not tolerate discrimination against applicants or employees on the basis of gender, race, color, religion, national origin, age, sexual orientation, disability, citizenship, or any other characteristic protected by law.  Candidates from diverse backgrounds are strongly encouraged to apply.

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