Office & Systems Coordinator

2 weeks ago

Winnipeg, Canada Winnipeg Folk Festival Full time

**Position Title**: Office & Systems Coordinator

**Location**: Winnipeg, MB

**Term**:Full-Time, Permanent Position

With one of North America’s premier outdoor music festivals as its signature event, the Winnipeg Folk Festival is a year-round, not-for-profit arts organization that presents live music, arts events designed to benefit the community.

The Winnipeg Folk Festival is seeking a passionate and motivated team player to be responsible for day-to-day operations of the Winnipeg Folk Festival (WFF) offices including providing exceptional customer service to the public and volunteers, ensuring general office maintenance, providing administrative and organizational support, and overseeing the systems and technology needs of WFF.

Reporting to the Manager of Finance & Administration, the Office & Systems Coordinator is responsible for:
**Office Support**:

- Provide front-line reception support including welcoming visitors and answering phones, redirecting inquiries as appropriate and relaying messages to staff in a timely manner.
- Take minutes and notes at staff and other meetings as required
- Set up internal spaces for events/meetings/workshops -changing table layouts, setting up projectors, making copies of materials for meetings, etc.
- Oversee the smooth functioning and cleanliness of the common office areas (including kitchen and Folk Exchange), creating any necessary instructions for staff.
- Ensure that front reception is adequately staffed during office hours, with the help of volunteers as well as summer and occasional staff including management of office volunteer crew.
- Provide support to the board of directors including scheduling meetings, creating board packages and room set up
- Send, receive, and distribute mail and courier packages
- Manage bookings and rentals of internal spaces and outside rentals for meetings for all departments
- Organize catering for staff retreats and events
- Provide general/new staff orientation and training as required

**Systems and Technological Support**:

- Liaise with IT provider for organizational needs including managing routine technology improvements, server cleanup, password updates, software needs, computer equipment upgrades, troubleshooting, etc.
- Onboard new staff with required equipment and systems
- Support and maintain WFF’s equipment and systems including virtual meeting technology, network drives, photocopier, and phone system
- Support and maintain WFF’s software needs including Adobe, Zoom, Lennd, etc.
- Support collaborative use of Microsoft Office 365 including WFF shared calendar, SharePoint, Teams, Planner, etc.
- Participate in development of systems/technology projects as needed

**Festival Support**:

- Staff Lead for Box Office coordinators and volunteer crews
- Supervise Main Box Office area during the Festival with support from contracted staff
- Prepare training materials for box office processes
- Manage coordination of box office set-up and take-down
- Provide exceptional customer service to Festival stakeholders and ticket purchasers and resolve customer service issues as they arise
- Manage kin pass process for Volunteer department
- Prepare, track and coordinate distribution of all festival access passes including tickets and comps for sponsors, stakeholders, artists, and special guests for all departments
- Oversee the sale and distribution of guest packages
- Supervise and train Administration contract staff
- Source, track and distribute wristbands
- Oversee transportation of items to/from Festival office and site including pickups and deliveries
- Manage lost and found after the festival

**Qualifications & Assets**:

- Organized, detail-orientated, with demonstrated attention to accuracy
- Ability to work calmly and efficiently under pressure and with a wide variety of colleagues, customers, suppliers, vendors, and volunteers
- Proficiency with various technology platforms and a strong aptitude for troubleshooting software and hardware issues. Familiarity with both PCs and Macs is an asset.
- Demonstrated project management including ability to prioritize multiple tasks, deadlines and changing priorities
- Excellent leadership, communication, and customer service skills
- Ability to work independently and consistently meet deadlines
- Positive attitude
- Mature with a high sense of confidentiality
- Knowledge of the Winnipeg Folk Festival is an asset

**Salary**:$40,000-$48,000

Breanne Delaney, Manager of Finance & Administration
- We thank all who apply, however only those selected for further consideration will be contacted._

**Job Types**: Full-time, Permanent

**Salary**: $40,000.00-$48,000.00 per year

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person

Application deadline: 2024-03-14

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