Manager, Ancillary Operations

2 weeks ago

Ottawa, Canada Algonquin Students' Association Full time

**Manager, Ancillary Operations**

**Reports To**: Senior Manager, Theatre and Venue Operations

**Mission**: _To create an environment that inspires a passion for student success._

**Desired Results of the Position**:

- A welcoming, safe, and inclusive experience for students, clients, and guests of the Algonquin Commons Theatre and all its related spaces and venues.
- An organized and balanced labour services team which respond to the changing wants and needs of its guests and clients.
- An easy and enjoyable booking experience for students and public clients of the Algonquin Commons Theatre and all its related venues for small and large scale meeting and event bookings and activations.
- Facilities that are clean, well-maintained, and organized.
- A harmonious Theatre and Venues Operations department, where the team members feel energized, motivated, and supported to contribute to the student, guest, and client experience.

**Nature and Scope**

Reporting to the Senior Manager, Theatre and Venue Operations this position is responsible for the delivery of professional, reliable, and effective event and labour services, as well as the resource management in a variety of Students’ Association venues. The Manager, Ancillary

Operations (MAO) will ensure that the successful planning and execution of meeting and event logistics align with the client’s vision for venue set-ups - and that spaces are returned to their standard layouts following each event. At times, the role will involve periods of physical labour as the MAO will work alongside their team to move, set-up, and/or store furniture and fixtures. As the manager of the Ancillary Operations team, the MAO will be responsible for hiring, training, and directly supervising a number of staff. The MAO will be expected to build positive and harmonious relationships with internal and external partners in order to provide the highest level of client and customer satisfaction. Based on the production schedule, the

MAO is expected to work flexible hours including evenings and weekends as the schedule demands.

**Job Duties**
- Effective leadership, supervision, and motivation of part-time and full-time employees
- Mentor and develop staff members to increase the effectiveness and efficiency of meeting & event setup executions, and overall venue needs (including cleanliness)
- Overall management of common spaces within E Building, and their resources (including the physical labour involved to set, reset, and maintain venues in the desired layouts)
- Liaison with clients regarding the preparation of their meeting & event layouts, amenities, and creative design
- Produce AutoCAD venue drawings for layouts as needed and ensure the agreed
- upon client room setup is executed with the utmost attention to detail
- Ensure client access to Back of House areas are secure and welcoming for clients, and their guests, artists, and performers of the Algonquin Commons Theatre (ACT)
- Communicate with clients and coordinate needs of the ACTs Back of House (BOH) spaces, including loading dock usage as required
- Maintain all Theatre BOH areas (Green Room, Chorus Rooms, Solo Rooms, and Laundry Room - including the furniture and equipment installations for event usages in these spaces)
- Ensure that the ACT booking system/calendar is updated with all required information in advance of, and following each booking/event/usage
- Ensure the SA Venues are maintained and following a predictive maintenance schedule
- Ensure all furniture in the SA Venues is maintained and serviced based on a predictive maintenance schedule
- Attend regular Staff and Management meetings, being prepared to participate and engage during those meetings
- Coordinate biweekly meetings with the Event Operations Team Lead to ensure all upcoming events are staffed, event layout expectations are clear, and the event is on track for a successful execution
- Act as the Manager-on-Duty for Theatre and Rental Events on a regular basis (working with the management team to ensure all events are staffed with a MOD)
- Preview and prepare all cheque requisitions, invoices, and credit card statements that pertain to the MAO position - and track those expenses
- Adhere to all production schedules, budgets, and deadlines as set by the Senior Manager, Theatre and Venue Operations.
- Ensure all employees and guests adhere to all health and safety policies and procedures, and capacity regulations in the use of the venue(s)
- Attend and support the Senior Manager, Theatre and Venue Operations in briefings and support where necessary
- Schedule and manage production timelines and production schedules to maximize efficiency and minimize staff costs
- When acting as the MOD, ensure events are executed above client satisfaction and staff adhere to all pre-determined event logistics
- Liaise with all other Theatre/SA departments to provide assistance and support where necessary
- Assist with the creation, tracking, and distribut

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