TITLE: Production Office Coordinator
STATUS: Regular/Full Time/Non-Exempt (40 hours per week)
SALARY: $20 hourly (paid biweekly) + benefits
Position Purpose:
American Conservatory Theater (LORT A) seeks a Production Office Coordinator to support the day-to-day functions of the busy Production Department office. This is an administrative role that will assist in tracking expenses, purchasing, production payroll, permits, scheduling, coordination and coordination of other show and event paperwork. We are seeking a collaborative team player with attention to detail, ability to manage shifting and competing priorities, exercise good judgement and discretion.
Responsibilities:
- Be the production office point person for all production administration requests and needs
- Liaise with the various production departments, such as costume, wardrobe, wigs, props & technical to assist with smooth and efficient administrative, financial and logistics
- Assist with A.C.T. scheduling and calendaring process
- Process production department weekly and bi-weekly payroll
- Schedule and attend pre-production meetings and other meetings as required. Take and distribute notes
- Contract and onboard additional production staff and coaches within established parameters as needed for productions
- Maintain non-union technical crew database and function as primary hiring coordinator for non-union technical crews
- Process department invoices and work closely with the finance department to ensure checks are issued and sent in a timely manner
- Work closely with HR department to ensure California labor laws are clearly communicated across production over hire staff
- Assist in onboarding and new hire paperwork completion in our HR/payroll system, Paycom, for production over hire staff
- Represent the production department at weekly scheduling meeting and other meetings as assigned
- Provide onsite support to production management as needed
- Participate in the upkeep, maintenance of production vehicles
- Participate in the upkeep, organization and cleanliness of the sharepoint filing system and production offices
- In collaboration with General Management and Audience Services, coordinate, manage and oversee Access Services as relates to performances, eg closed captioning
- Provide production support for front of house activities or events as needed, such as DJ Nights, Drinks & Drama, etc.
- Take a leading role in coordinating space requests from all departments and their related needs
- Assist in managing personnel safety and uphold safety protocols within the department. Institute and participate in all required training
- Generate contracts and letters of agreement for production related roles as required
- Help the production staff to keep a clean and organized office
- Other production related duties as assigned
Qualifications & Qualities:
Required/Minimum Qualifications or Basic Qualifications
- Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
- Previous experience (minimum one year) of working in a busy and productive office environment
- Proficiency on PC and MAC using Outlook, Excel, Word, Adobe Suite and Photo Shop
- Ability to maintain confidentiality on sensitive personal documents
- Ability to interact with a diverse group of constituents including visiting directors, designers, artists, administrative staff, technical crews and students
- Excellent oral, writing, and interpersonal skills
- Work in a detail-oriented manner, be resourceful and flexible, and be able to handle multiple tasks simultaneously
- Effectively problem solve and troubleshoot
- To reach above head, lift and maneuver 15 pounds
- Face demanding situations with tenacity, diplomacy, and sensitivity under pressure
- Excellent work ethic and ability to work well in a team
Additional or Preferred Qualifications
- Experience with budgets and expenditures
- Knowledge of theatre procedures and practices, especially in the production department desirable
ACT requires all staff to provide proof of vaccination against COVID-19 or obtain an approval for exemption due to medical or religious reasons by October 22, 2021 or commencement of employment, whichever is later.
What we look for in our staff: the ability to imagine, the energy to create and explore new ideas and the freedom of spirit to celebrate our diverse community. To learn more about A.C.T., visit our website at www.act-sf.org.
Diversity makes us stronger. A.C.T. is committed to diversity in its programming and creating an inclusive work culture and environment that is reflective of the San Francisco Bay Area. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
