Operations Manager

Proctors Collaborative; City of Saratoga Springs (NY); Hybrid; USD 63,000 - 68,000; Full time

Job summary

Proctors Collaborative, based in the Capital District, seeks an Operations Manager for Universal Preservation Hall to join its Operations team. This full-time, salaried role requires a flexible schedule including evenings, weekends, and occasional holidays.

The position oversees Audience Services, Front of House, Volunteer Management, Concessions, Facilities, and Special Events & Rentals, ensuring high-quality patron experiences across all performances and rentals.

Qualifications

• Excellent customer service and a commitment to an exceptional patron and client experience.
• Self-motivated, proactive, and able to take initiative while working independently and collaboratively.
• Strong organizational skills with exceptional attention to detail, accuracy, and presentation standards.
• Proven ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment.
• Skilled problem solver with the ability to make thoughtful decisions and adapt quickly to changing circumstances.
• Demonstrates professionalism, diplomacy, and strong interpersonal skills while building collaborative relationships across departments, external partners, event teams, and community stakeholders.
• Commitment to EDIA (Equity, Diversity, Inclusion, and Access) principles, with experience working respectfully and effectively with diverse populations.

Responsibilities

• Audience Services Management: develop procedures to improve patron experience and train Ambassadors for performances.
• Front of House Management: schedule per diem house managers, manage volunteers, and maintain lobby and front-facing areas.
• Volunteer Management: create schedules, manage renewals, and lead orientation sessions.
• Concessions Management: manage inventory, deposits, and hire/supervise bartenders.
• Facility Management: coordinate cleaning, maintenance, and security systems for a safe, welcoming environment.
• Special Events & Rentals Management: manage event calendar, assets, rentals, contracts, and invoicing; coordinate with Production and Finance.

Skills

Audience Services

Front of House

Volunteer Management

Concessions

Facility Management

Event Rentals

Job description

23 days ago Requisition ID: 1198

Salary Range: $63,000.00 To $68,000.00 Annually

JOB SUMMARY

Proctors Collaborative is the Capital District’s leading regional arts organization with performing arts venues in Albany, Schenectady and Saratoga, and education, civic engagement, and economic development initiatives throughout the region. We’re changing expectations about how the arts serve a community.

Proctors Collaborative seeks an Operations Manager for Universal Preservation Hall to join its Operations team to serve in a professional, front-line position. This is a full-time, salaried position that requiresa flexible schedule, including evenings, weekends, and occasional holidays.

ESSENTIAL DUTIES & RESPONSIBILITES:

• Audience Services Management
  • Assist in the development and implementation of procedures to improve patron experience
  • Train and schedule Ambassadors in coordination with organizational partners for all performances and events
  • Hire, train, and supervise house managers for all performances and events
• Front of House Management
  • Be present for and/or schedule per diem house managers for all performances and events
  • Manage the volunteer team for each performance
  • Maintain the cleanliness and appearance of lobbies, theater and front facing areas
  • Coordinate operation of facility during each performance (heating/cooling, lighting, etc.)
  • Provide high-quality, individualized customer service for patrons
  • Communicate with patrons to resolve seating and other concerns that may arise
• Volunteer Management (in coordination with the Community Engagement Liaison)
  • Create, maintain, and update volunteer staffing schedules for each production
  • Produce and manage volunteer renewal packages every season
  • Maintain database of volunteers for each season
  • Receive, process, and confirm volunteer renewals and first-time registrations
  • Schedule and lead volunteer orientation sessions before each season
  • Assist volunteers in rescheduling if necessary
• Concessions Management
  • Manage inventory and sale of concession items including deliveries and stocking
  • Handle deposits for each performance according to direction from the Finance department
  • Hire, schedule, and supervise paid bartenders
  • Purchase nonalcoholic beverages and other concessions supplies
• Facility Management
  • Coordinate facility cleaning and maintenance services with contracted vendors, housekeeping staff, and groundskeeping partners to ensure a safe, clean, and welcoming environment
  • Oversee the cleanliness, appearance, and operational readiness of all facility spaces, including public areas, backstage spaces, staff areas, and surrounding grounds
  • Manage the ordering, inventory, and distribution of facility and event-related supplies in collaboration with the Housekeeping Manager
  • Oversee security systems, protocols, and policies for the theatre
• Special Events & Rentals Management
  • Maintain the organization’s event calendar by entering and managing event holds, confirmations, contracts, and detailed event information
  • Manage, maintain, and organize event assets and supplies, including décor, linens, furniture, and other rental inventory
  • Collaborate closely with the Production team to coordinate venue, rental, and event logistics, ensuring all operational and technical needs are met
  • Oversee room setups and resets for rentals and events, including coordinating and performing pre-event and post-event space preparation
  • Prepare rental agreements, contracts, and invoices, and partner with the Finance team to address special billing requirements and payment processing
  • Assist other departments in staffing, setting up, and running special events
  • Coordinate all aspects of rentals with clients and appropriate internal departments

POSITION QUALIFICATIONS

• Excellent customer service skills and a commitment to providing an exceptional patron and client experience
• Self-motivated, proactive, and able to take initiative while working independently and collaboratively
• Strong organizational skills with exceptional attention to detail, accuracy, and presentation standards
• Proven ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment
• Skilled problem solver with the ability to make thoughtful decisions and adapt quickly to changing circumstances
• Demonstrates professionalism, diplomacy, and strong interpersonal skills while building collaborative relationships across departments, external partners, event teams, and community stakeholders
• Commitment to EDIA (Equity, Diversity, Inclusion, and Access) principles, with experience working respectfully and effectively with diverse populations
• Ability to lead and coordinate event operations in a manner that reflects EDIA values and promotes an inclusive experience for all stakeholders
• Proficient in standard computer applications and able to learn new software and database systems quickly

PHYSICAL DEMANDS

• Must be ableto bend, stoop, and lift up to 40 pounds
• Must be able to stand and walk for extended amounts of time

PAY RATE

$63,000 - $68,000 Annually

Proctors Collaborative is committed to building a workplace that is both creative and progressive. To that end, we seek a broad spectrum of candidates including women, people of color, all cultural backgrounds and persons with disabilities. We celebrate individual differences and strive to treat everyone with fairness and respect.

Proctors Collaborative does not discriminate in practices or employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veterans’ status, age, or any other characteristic protected by law.