Job Description

Job description

ABOUT OUR COMPANY

First Avenue is celebrated as one of the longest running, independently owned and operated concert venues in the United States. For decades, First Avenue has welcomed in multiple generations of music lovers, musicians, and performing artists. First Avenue is proud to foster new relationships with artists and performers at all stages in their careers.

We offer our own unique hands-on training experiences and fast-paced learning opportunities in all areas of event management, including booking, marketing, ticketing, event production, and venue operations. First Avenue continues to offer exciting and rewarding career opportunities for those who are looking to grow their career and help further shape First Avenue into a more collaborative, inclusive, diverse, transparent, and innovative business.

WHO WE'RE LOOKING FOR

We are currently looking for an organized and self-motivated full-time Office Administrator & Coordinator to join our team.

POSITION SUMMARY & TRAINING STRUCTURE

The Office Administrator & Coordinator reports directly to the Vice President Marketing. As a part of our marketing team, the Office Administrator & Coordinator is responsible for managing the day-to-day operations of the office, delivering excellent customer service, and managing incoming email and phone correspondence with customers, agents, artists, and management. The Office Administrator & Coordinator must work cooperatively with others and successfully support different departments and teams, including booking, marketing, ticketing, event production, venue operations, human resources, and finance. The Office Administrator & Coordinator will primarily work and train alongside the Vice President Marketing, Director of Ticketing, and other teams, to learn the necessary skills to independently oversee and effectively manage all assigned projects, tasks, and responsibilities to support the company’s revenue and growth goals. The Office Administrator & Coordinator is expected to work in office five days per week, Monday through Friday, at First Avenue in Minneapolis and will be scheduled to support the operational and staffing needs of the company. Key responsibilities and duties are outlined below.

POSITION TYPE: Full-Time

POSITION SUMMARY

JOB DUTIES:

• Answer phones with a cheerful disposition and directs calls to appropriate staff members.
• Handles daily office functions, such as ordering office supplies, answering phone calls, coordinating lunch orders, and making coffee each day
• Keeps the office, conference room, and other assigned areas clean, neat, stocked, and organized on a daily basis
• Coordinates lunch orders and deliveries; handles prepping, setting up, and taking down before and after meetings in the Conference Room
• Oversees the Conference Room schedule and coordinates with meeting organizers and facilities mangers, preps meeting spaces, prints agendas,
• Emails out staff schedules and memos.
• Compiles department reports on concert and event data and information
• Oversees and manages the VIP and Guest List process
• Manages charitable donations and required paperwork.
• Handles ADA requests, seating requests, parking permits, and books ASL interpreters.
• Coordinates pre-show permits, parking permits, and other special requests.
• Coordinates all incoming and outgoing mail, packages, deliveries, and shipments, including office supplies, inventory, and artist's merchandise
• Runs daily errands and makes trips to the post office.
• Oversees and manages the lost and found process.
• Efficiently manages a high volume of phone calls and emails and handles multiple inboxes, including Customer Service, Box Office, Ticketing, and Counts.
• Manages requests from media, sponsors, or contest winners
• Manages all assigned administrative tasks in a timely manner, including filing paperwork, invoices, record keeping, reporting, faxes, scans, internet research, errands, and meeting set-up.
• Independently oversees and manages all assigned projects for a wide range of live shows and events, including concerts, comedy shows, and theater performances.
• Handles tasks for all assigned shows, venues, and performers.
• Performs all assigned job duties and manages all assigned projects, tasks, and shows, including live events, shows, and performances that contain varying content.
• Supports the Vice President Marketing in achieving company and department metrics and goals.
• Supports strategies that increase sales of tickets, memberships, sponsorships, venue rentals, merchandise, food and beverage sales.
• Manages all assigned tasks related to the marketing and promotion of live shows, events, merchandise, venues, restaurants, event sponsorships, and memberships to increase awareness, engagement, and conversions.
• Tailors messages to diverse local, regional, national, and global audiences.
• Effectively uses various channels, including online, social, on-air, print.
• Assists in tracking and reporting expenses to ensure budgets are achieved for all shows.
• Assists in creating and managing newsletter communication.
• Communicates effectively via email, social media, and newsletters and fosters relationships with employees, coworkers, managers, customers, vendors, suppliers, delivery companies, the local community and general public.
• Works cross-functionally and coordinates concert and event projects with other departments and teams, including Booking, Ticketing, Production, Operations, and Finance.
• Assists with printing and distribution of hard tickets for miscellaneous sales.
• Proofs materials before distribution, such as newsletters, press releases, social media posts, print print ads, flyers, posters, calendars, e-blasts, and and other promotional items.
• Maintains knowledge of various music applications, relevant blogs/apps/publications, and live entertainment, music, and media industries.
• Consistently demonstrates reliability and punctuality.
• Other assigned duties.

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge, skill, and ability to independently plan, organize, and multi-task to meet multiple deadlines.
• Ability to demonstrate flexibility and quickly adapt to changing priorities in a fast-paced environment.
• Knowledge and ability to schedule, arrange, and attend meetings.
• Skill and ability to work as a team player and follow directions when they are given.
• Ability to communicate effectively and adjust messaging appropriately to meet a variety and varying level of audiences and teams.
• Ability to work cooperatively with individuals and groups in and across different departments.
• Ability to maintain positive and respectful working relationships with employees, coworkers, managers, customers, performers, artists, artists' managers, agents, vendors, suppliers, other third parties, and the general public.
• Knowledge and ability to use sound judgement and make decisions independently.
• Knowledge and ability to use discretion and handle confidential information with professionalism and tact.
• Ability to demonstrate personal accountability over assigned tasks and take ownership over own decisions.
• Knowledge and ability to identify issues, quickly solve problems, and report concerns in a timely manner to prevent issues from arising or escalating.
• Knowledge and ability to report incidents, issues, concerns, and complaints to the appropriate supervisor or Human Resources when necessary.
• Skill and ability to maintain knowledge and understanding of company policies and procedures.
• Knowledge and ability to communicate, act, and dress professionally to positively represent the company and its brand.
• Skill of verbal, non-verbal, written communication.
• Ability to use a high level of attention to detail and competent proofreading skills.
• Ability to quickly learn, use, and train employees on new technology systems and applications, including ad campaign systems, ticketing platforms, social media platforms, and paid media platforms.

PHYSICAL REQUIREMENTS:

• Ability to sit or stand for extended periods of time
• Ability to move products from outside receiving area to designated areas inside different venues
• Ability to place items onto shelves at various heights
• Ability to walk up and down stairs and ramps
• Ability to bend, lift, reach, grab, pull, push, and carry items weighing up to 45 pounds
• Ability to hear in loud environments
• Ability to see in dark environments
• Ability to move through large crowds of people
• Ability to move throughout different venues and multiple-level buildings
• Ability to quickly learn and use touch-screen devices, computers, mobile devices

PREFERRED QUALIFICATIONS

• The ideal candidate will have a minimum of two years of experience as a full-time Office Administrator, Office Coordinator, Office Manager, or similar role
• One year of industry experience in live events, music venues, theater, arena, night club operations, and other similar event spaces
• Must be proficient using Microsoft and Google Suite
• Project Management experience
• Knowledge of ticketing platforms (TM, AXS, eTix)

OTHER REQUIREMENTS

• Schedule/Hours : The Office Administrator & Coordinator must work Monday through Friday, typically between the hours of 8am and 6pm, with shifts that may fluctuate between 8-10 hours.
• Availability : Ability to work flexible hours, including evenings, weekends, and holidays, as needed
• Attendance : Must work in office five days per week, with regular attendance required at our First Avenue Main Office located in downtown Minneapolis, MN
• Work Location/Travel : Must be willing to work at different venues in Minneapolis, Saint Paul, and the surrounding cities, as needed
• Age : Must be 18 years of age or older
• Work Authorization : Must be currently eligible and possess authorization to work in the United States of America. Must not require sponsorship by our company for work visas.
• Transportation : Must have reliable transportation and the ability to commute to downtown Minneapolis, Saint Paul, and surrounding cities, as needed

Hiring Practices: The preceding job description is designed to indicate the general nature of the work performed and the level of work performed by the employees within this classification, not to be interpreted as a comprehensive list of all responsibilities, expectations, and qualifications assigned to employees with this job.

To view locations and show schedules, please visit:

ADA and Requests for Accommodations : As required by applicable laws, applicants with a disability who require assistance or an accommodation in the application process may reach out to 612-338-8388 or humanresources@first-avenue.com for additional information. We will attempt to provide reasonable accommodations to employees and job applicants with a disability.

EQUAL EMPLOYMENT OPPORTUNITY : We strive to continuously recruit, hire, and place the best qualified candidates and do not discriminate or make unlawful employment decisions based on race, color, religion, sex, sexual orientation, sexual stereotyping, gender, gender expression, gender identity, age, national origin, ancestry, ethnicity, citizenship status, medical condition, pregnancy (including medical conditions related to pregnancy, childbirth, and breastfeeding), disability (including the presence of sensory, mental, or physical disabilities), genetic information, marital status, military status, veteran status, reprisal, or any other characteristic that is protected under the law.

First Avenue prohibits unlawful discrimination and harassment in every aspect of employment and enforces company policies that prohibit unlawful employment decisions, including unlawful employment decisions that are based on a person's protected class, status, or characteristic that is protected under the law.

Note : We are aware that fraudulent websites and email domains exist. Hiring Managers and recruiters will only contact applicants from an @first-avenue.com email address.

Job Type: Full-time

Pay: $42,000.00 - $49,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Are you at least 18 years old?
• Have you worked here before? If yes, what were the dates of your employment?
• Were you referred by a current or former employee? If yes, what is the name of the employee?

Education:

• High school or equivalent (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Minneapolis, MN 55403 (Required)

Work Location: In person

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