Description

Position Summary

The Office Manager serves as the primary front-facing representative of Opera Theatre of Saint Louis and ensures the smooth daily functioning of front office operations. This role is responsible for reception services, mail and administrative processing, common workspace coordination, and cross-departmental logistical support to enable efficient organizational operations.

Duties and Responsibilities

Essential Duties:

Main Office Reception

• Welcome all visitors arriving at the Opera Center, providing assistance and direction to visitors.
• Answer the company’s front desk phone line, providing friendly and professional customer service to all callers, assisting in answering their questions, or screening, prioritizing, and directing them to the appropriate staff member.
• Offer friendly and respectful customer service to all visitors, artists, staff, and patrons coming to the Opera Center, in accordance with Opera Theatre’s standards of service.
• Provide accurate information about Opera Theatre, including performance information, how to purchase tickets or donate, how to access information on the website and digital programs, who to contact for specific information, etc.
• Coordinate with Operations Manager to maintain the phone system and electronic directory, ensuring they are functioning properly and updated on a regular basis.
• Manage the Conference Room, including maintaining supplies, ensuring appropriate set up for meetings, and providing support for meeting technology and A/V needs as necessary.
• Maintain the organized appearance of all common areas, including but not limited to lobby, copy/mail rooms, conference room, green room, kitchens, and paper supply area.
• Support adherence to Opera Theatre’s HR, health, and safety policies and guidelines.

Mail And Deposit Log

• Sort and distribute all incoming company mail.
• Ensure outgoing mail and packages are picked up, with appropriate postage and packaging.
• Receive package deliveries, storing them promptly in the appropriate location and notifying personnel that a package has arrived.
• Maintain an organized and efficient mailroom, including updating mailboxes as necessary for staff changes.
• Maintain an accurate daily electronic register of checks, cash, and other payments coming into the company, following best practices and partnering closely with the finance and development departments to ensure that an accurate and timely daily deposit can be processed.
• Assist with mailings and mailing list updates for all departments.

Supplies and Equipment

• Proactively maintain and organize office, stationary, paper, and mailing supplies.
• Order and restock supplies for conference rooms and staff kitchen, including beverages, snacks, and accompanying supplies.
• Ensure efficient operation of all common office equipment (including printers and copiers) and coordinate both routine and as necessary maintenance.
• Coordinate with Director of Production & Operations and Operations Manager on facilities matters such as recycling, cleaning services, parking, HVAC maintenance, and additional facilities issues as needed.
• Address questions and needs from other staff members regarding supply and equipment issues (e.g. stationery & letterhead, office supplies, and mailings).

Other Administrative Responsibilities:

• Assist in updating information in Tessitura and ArtsVision databases including lists, contact information, RSVPs, and other data as requested.

Secondary Duties:

• Make and/or coordinate deliveries to patrons as requested.
• Attend all staff meetings.
• Participate in organizational events as requested.
• Participate in Operations department meetings as requested.
• Other seasonal and special projects as assigned.

Required Skills, Experience, Qualifications

• 1 – 3 years of administrative or customer service experience preferred;
• Ability to assist all patrons while consistently demonstrating a friendly, patient, and professional demeanor;
• Strong verbal and written communication skills;
• Demonstrated track record of positive customer service interactions;
• Strong organizational skills and time management;
• Proficiency in Microsoft Office, specifically experience with Word, Outlook, and Excel;
• Exceptional attention to detail;
• Experience with databases preferred;
• Ability to work in the office full-time.

Ideal Candidate Profile

• Willingness to help all departments with a wide variety of tasks;
• Extensive knowledge of opera not required, but an interest in the arts is preferred.

Compensation

• This is a full time, non-exempt position
• Compensation: $45,000-$47,000 annual salary
• Robust benefits package including health insurance, open PTO policy, 401k match, and more.
• Opera Theatre has a flexible work policy which allows for some hybrid remote work and asynchronous schedule arrangements, depending on position and other factors.

Apply:

Applicants for the position are asked to submit a resume along with a cover letter that describes their interest in the position and outlines their relevant experience and qualifications.