| The Cleveland Orchestra is seeking a Venues Coordinator who will play a vital role in supporting the daily operations and overall functionality of the venue. This position provides comprehensive administrative support to the Venues Manager and the department, ensuring that all building systems, maintenance, custodial and event preparations are executed efficiently and to the highest standards.
Key responsibilities include helping to oversee venue operations staff, managing work orders, coordinating preventive maintenance, tracking budgets, and scheduling repairs. The Venues Coordinator serves as a point of contact for both internal teams and external clients. Exceptional customer service skills are essential, as this role supports the venue’s success through professional communication and attention to detail.
Position responsibilities include the following:
Administration Management - Create and process general internal and external correspondence, meeting agendas, memos and minutes.
- Manage the physical and electronic department filing systems including but not limited to financial records, capital project files, contracts, blueprints, drawings, general information, and policies and procedures.
- Accurately manage and meet all deadlines for the Venues & Events Department accounting processes including processing invoices, expense journal entries, general ledger reconciliation, revenue and expense postings, end-of-the-month report review and filing, forecast data preparation, and utility use spreadsheets.
- Assist the Venues Manager with annual independent contractor agreements, vendor insurance, and vendor workers compensation responsibilities, including processing, distribution, tracking, and securing renewals.
- Assist with department budget preparation in an accurate and timely manner, including all forecasting requests
Facility Management - Manage inventory by placing orders, tracking usage, and maintaining accurate weekly documentation of inventory sheets.
- In collaboration with Venues Manager, maintain venue operations staff scheduling to ensure we are staffed according to the event calendar and building operations.
- Oversee operation of Canteen kitchenette to ensure all requirements are met for MAA staff.
- Maintain and distribute Severance Music Center ID badges; monitor and manage video / access control security systems.
- Conduct daily walkthroughs and inspection of the venue to ensure cleanliness and proper meeting / event logistics are met.
- Maintain and audit the venue’s sustainability program, ensuring compliance with current industry standards and best practices.
- Assist the Venues Manager and Vice President of Venue Operations on long-term project initiatives as it pertains to the Venues & Events department.
Other Responsibilities - With the Venues Manager, manage the Safety and Security Preparedness manual and implementation of drills and procedures with staff and volunteers.
- Coordinate distribution of Blossom Music Center ID badges and parking credentials each summer.
- Serve as a Front of House (FOH) manager for TCO Concerts and other events at Severance Music Center, in rotation with other staff.
The successful candidate will meet the following qualifications: - Associate’s degree, Bachelor’s degree preferred with a concentration in Business or Events Management
- At least 3 years of administrative experience, including accounting and/or project management experience
- 3 years of experience in facilities coordination, building maintenance, or related role.
- Familiarity with arts organizations, historic buildings, or performance venues
- Outstanding organizational skills and attention to detail
- Excellent communication and customer service abilities
- Demonstrated independent, mature judgment; strong initiative
- Ability to consistently maintain a professional image and demeanor
- Strong problem-solving skills combined with a collaborative approach
- Ability to successfully prioritize managing multiple projects and deadlines
- Knowledge of orchestral music/operations highly desirable
- Proficient with Microsoft Office and able to learn and use various database, planning, and building controls software
- Must be able to travel to Blossom Music Center, local or regional meetings
- Ability to work a flexible schedule that includes evenings, weekends, and some holidays
We offer a competitive salary ($45,000 - $55,000), excellent medical and dental plan benefits, generous paid time off, 403(b) plan with employer match, complimentary concert tickets, and the opportunity to work with a world-renowned Orchestra in beautiful Severance Music Center.
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