Now Hiring- Office Coordinator (Full Time)

LAMP is looking for a dedicated, motivated and dynamic community member to join our team as our Office Coordinator.  The Office Coordinator will be an integral part of LAMP’s administrative team, assisting administrators in the planning, coordination, and execution of all of LAMP’s activities. The position involves daily interaction with the public, connecting LAMP visitors with relevant administrative staff, processing ticket/event reservations and answering questions related to LAMP programming. As LAMP’s programs involve visiting performing artists, students and faculty, the Office Coordinator will coordinate the travel, lodging and contracts of LAMP guests. The Office Coordinator sets Academy schedules, creating schedules for LAMP’s performance and rehearsal spaces and communicating details with staff and students. Most importantly, the Office Coordinator is on site for major concerts and events, completing tasks that ensure the best possible experience for performers and audience. A successful candidate will have a passion for the arts and live performance, enjoy working with the public, be able to work both independently and as a collaborative team member, and be excited by and able to meet the demands of an ever-changing work environment. Join a dedicated, collaborative team which provides unforgettable artistic experiences for our community!

The Office Coordinator is a full time position (35 hours per week). Regular hours will be 9-4 Monday-Friday, though schedule will sometimes be adjusted to include night/weekend shifts for concerts and other events.

Wage- $23/hour

Benefits- Paid Vacation

To apply please send a current CV to our General Manager Rhian Merritt-Macintosh at gm@lampns.ca. We look forward to learning about you!

Want to learn more about the position? Read below for a breakdown of job responsibilities!

Tasks 

 Office/Administrative Assistance 

• Frontline communications with students, faculty, concert patrons, donors and visitors who contact LAMP by phone, email or in-person during work hours 

• General Office Support and Printing 

• Assist General Manager in the creation of digital and print promotional material for concerts and other public events (workshops, masterclasses, lectures)  

• Distribution of promotional material to promotional partners/outlets (local social media groups, local businesses, community centers, other non-profit groups)  

• Create and print concert programs 

• Manage rental requests, including communication with potential rental groups, creation and signing of contracts, payment/invoices, etc. 

• Continually update and organize LAMP’s digital archives, website and office suites (Sharepoint, Microsoft Office, Squarespace, Canva) 

• Schedule and coordinate contracted services (cleaning, piano tuning, maintenance, etc.) 

Bookkeeping Assistance 

• Handling and tracking bar cash for concerts 

• Writing and issuing charitable tax receipts 

• Assist with basic bookkeeping filing 

• Maintain donor management database (donor contact information, donation history, communication history between donors and administrative/artistic staff) 

Education Program Assistance 

• Providing information to applicants, accepted students and faculty. This includes program inquiries, application status (received, pending, accepted, rejected, waitlisted), and questions regarding immigration/visas, transportation and housing 

• Completion and filing of all education related paperwork- acceptance and registration forms, tuition invoices, faculty/performer contracts, travel letters 

• Sourcing and coordination of all artist accommodations and their travel needs as they relate to pickups or returns to the airport, train or bus status, and/or transportation to accommodations as required. This includes correspondence with volunteer hosts & drivers and communicating final arrangements with artist and host/driver 

• Coordinate the daily and weekly academy schedules and support the implementation of education programming during business hours. 

• Compilation and maintenance of records of attending students and faculty (nationality, days in residence, list of concerts including performers and repertoire performed, outreach performance records, and record of awards, honours and degrees awarded to LAMP alumni and past faculty) 

Concerts and Events 

• Assist in event logistics before, during and after performances including 

• Backstage assistance 

• attending to needs of performing artists before hall opens to public 

• coordinating and overseeing dress rehearsals 

• Assist in setting up venue (seating, stage set up, recording equipment as needed) 

• Front of house assistance 

• welcoming guests 

•  processing on-site ticket purchases 

• Monitoring entrance during concert to assist late arrivals 

• Assisting guests during intermission 

• After event clean up/tear down 

• Compilation and maintenance of end of year funding report information including participating artists/fees, audience numbers/demographics, number of reservations vs. walk-ins/day of purchase, audience surveys 

• Assist in hosting other public events/rentals (workshops, lectures, conference/event rental) 

Qualifications  

• Excellent attention to detail and analytical skills.  

• Excellent organisational skills. 

• Experience using computer software including MS Office, Google Suite (docs, sheets, email, drive),etc. 

• Ability to use various office equipment, including personal computers, photocopiers, printers, etc. 

• Experience with spreadsheets and formulas is an asset. 

• Ability to work as an effective member of a team 

• Ability to multi-task with accuracy and manage time within a fast-paced environment 

• Strong interpersonal and professional communication skills, both written and verbal 

• Ability to organize, follow up, plan, prioritize and problem-solve