Ticket Centre Representative & Administrative Assistant

Organization: 

Vancouver Opera

Deadline: 

Until filled

Website: 

http://www.vancouveropera.ca

Job Description: 

This dual, public facing position, represents Vancouver Opera on reception in a professional, positive, and welcoming manner while assisting internally with administrative and communications tasks. 
As the Ticket Centre representative, this position handles the needs of Vancouver Opera’s season subscribers and single ticket buyers and provides administrative and operational support to Vancouver Opera as it relates to Ticket Centre and marketing and sales activities. A person in this position needs to be detail-oriented and accurate with strong implementation/follow-through skills. Excellent communication and conflict resolution skills with the public are required. This role participates with the marketing team in the overall strategy for audience services, audience development, and ticket sales.

This is a full-time, 37.5 hours per week position where a person is required to be in office Monday to Friday with evening and weekend shifts during production periods.

Responsibilities: 

TICKET CENTRE REPRESENTATIVE (60% of the role) 

TICKET CENTRE 
• Provide customer service - in person, phone & internet/email 
• Answer and direct incoming phone calls to appropriate departments
• Welcome visitors to the O’Brian Centre and direct them to appropriate staff 
• Process subscription and single ticket sales, inquiries
• Subscriber exchanges and ticket donations 
• Maintain Tessitura constituent database records
• Oversee and process Group Sales orders
• Track account receivables
• Liaise with Patron Services/Telemarketing supplier
• Batch ticket printing and mail processing
• If requested by Ticket Centre Manager, and as agreed, provide data mining and analysis to marketing department

THEATRE BOX OFFICE
• Process in-person single ticket sales, exchanges, will-call and rush ticket sales
• Provide customer service and answer general inquiries
• Resolve any front-of-house issues relating to ticketing as they arise.
• Balance and reconcile at end of day

ADMINISTRATIVE ASSISTANT (40% of the role)

GENERAL ADMINISTRATIVE DUTIES
• Taking daily deposits to the bank
• Retrieve and distribute incoming mail and faxes; process outgoing mail
• Plan and organize staff events for special occasions
• Handle larger print jobs/bind materials for external and internal meetings
• Organize recycling and disposal of confidential documents
• Ensure reception, meeting rooms, and kitchen area are tidy and organized
• Maintain and update a list of employee phone numbers, email addresses, and cellular phone numbers and distribute to all staff upon change; Maintain a list of emergency contacts for staff
• Schedule courier pick up and maintain daily log of courier records and track invoices
• Order and maintain inventory of office supplies, kitchen supplies, business cards, company letterhead, envelopes and special letterhead. Process purchase orders and submit for review by the Office Manager, and payment to accounts payable
• Oversee daily and weekly maintenance of office machines (paper trays, toner cartridge ordering, installation and disposals, postage payable, supplies)
• Coordinate the repair and/or replacement of kitchen appliances and utensils 
• Other general duties as assigned by the Office Manager

ADMIN SUPPORT TO GENERAL DIRECTOR & SENIOR LEADERSHIP TEAM
• Calendar and meeting schedule management for General Director
• Complete weekly expense reports for the General Director
• Other administrative support as required by the General Director
• Assist with business travel research and bookings

Qualifications: 

QUALIFICATIONS:
• Post-secondary graduate
• At least 1-year experiences of office administrative activities, working in an office environment and supporting a team
• Fluent in spoken and written English
• Computer literate in MS Word, Excel, Outlook, and other programs
• Experience using Tessitura would be considered an asset
• Experience providing customer service to members of the public
• Self-motivated and resourceful. Energetic and enjoys a fast pace, dynamic, challenging and team-oriented work environment
• Strong writing, reading, listening and speaking communications skills
• Strong interpersonal and teamwork skills
• Mandarin as a second language will be an asset

How to Apply: 

Please send your CV and cover letter to: William Murgatroyd, Office Manager & Junior Accountant at wmurgatroyd@vancouveropera.ca. Only shortlisted candidates will be contacted.

Remuneration: 

$35,000-40,000

Contact Name: William Murgatroyd
Contact Email: wmurgatroyd@vancouveropera.ca
Contact Phone: (604) 682-2871

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