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Position Announcement

Office Coordinator

In the Heart of the Beast Puppet and Mask Theatre has an immediate opening for a friendly, outgoing, detail-oriented, self-directed individual with experience in office management. Major responsibilities include phone & reception duties, data base maintenance, word processing and office management.

Requirements include good customer service skills, internet proficiency with a demonstrated expertise in File-Maker Pro, Microsoft Office, Excel and WordPress and AccelCart. Social media networking skills are also desired. Spanish proficiency is a plus. This is a full-time (40 hours per wk, M-F), permanent position.

To apply send resume and three professional references to Katy Peters, Financial Manager at kpeters@hobt.org or fax to (612) 721-7174 or mail to 1500 East Lake Street, Minneapolis, MN 55407.

JOB DESCRIPTION

• Status: Full time (40 hrs per wk), non-exempt, permanent
• Reports to: Financial Manager
• Hours: Monday - Friday, 9am - 5pm - occasional weekend and evening hours

The Office Coordinator is responsible for the front line office functions of HOBT.

Duties include:

Phone & reception Duties

• Answer incoming calls and respond to walk-in-traffic.
• Answer general voice mail, directing messages to appropriate staff.
• Retrieve and distribute incoming faxes, send faxes as requested.
• Update outgoing voice mail message as needed.

Data Base Management

• Maintain HOBT's database using FileMaker Pro.
• Generate timely acknowledgement letters to individual donors.
• Keep HOBT calendar current.
• Export mailing lists as needed to mailing house and other organizations as requested.

Internet & Website Duties

• Update HOBT's website as needed using WordPress
• Retrieve and distribute e-mail from info@hobt.org.
• Fill Internet orders for merchandise and reservations.
• Send mass informational emails to HOBT list as requested.

Office Management

• Ensure that office equipment is maintained Order office supplies as needed.
• Take outgoing mail to the post office at the end of business each day.
• Assure that there is adequate postage available.
• Keep the Hub office space, Box Office and kitchen areas neat and orderly.
• Orient new staff (temporary & permanent) to office machines and house rules.
• Assign mailboxes and voicemail boxes to new staff.
• Assist with marketing & promotion projects as requested.
• Turn around typing projects in a timely manner.

Box Office & Concessions

• Take prepaid reservations via phone, fax, e-mail, mail order and walk-in.
• Enter box office reservations into HOBT database; create weekly box office reports for each production.
• Schedule, train and supervise box office staff for Saturday Puppet Shows and mainstage productions.
• Respond to walk-in or mail order purchase of concession items.
• Maintain accurate inventory of non-perishable concession goods.

MayDay

• Coordinate the Join–In and Information Table registration process.
• Participate in Festival planning and management as required.
• Serve as a Booth Coordinator on the day of the festival.
• Other duties as assigned – please note that MayDay weekend requires a half day on the Saturday before the event and all day (6:00am – 10:00pm) on MayDay. The office is closed the day following MayDay. The rain alternative is the following Sunday.