Office & Systems Coordinator

Office & Systems Coordinator

Office Support (year-round):

• Provide front-line reception support including welcoming visitors, selling tickets, answering phones, redirecting inquiries, relaying messages to staff in a timely manner, and ensuring front reception is adequately staffed during office hours, with the help of volunteers and seasonal staff
• 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.
• Administrative and logistical support to the board of directors and Executive Director as needed
• Take minutes and notes at staff and other meetings as required
• Manage bookings and rentals of internal spaces and outside rentals for meetings
• Organize catering for staff retreats and events
• Provide general/new staff orientation and training as required

Systems and Technological Support (year-round):

• Liaise with IT service 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, AdmitOne, etc.
• Support collaborative use of Microsoft Office including SharePoint, Teams, Planner, and Outlook
• Participate in development of systems/technology projects as needed

Festival Support (May-July):

• Prepare and distribute all festival access passes including tickets and comps for sponsors, stakeholders, artists, kin, and special guests for all departments
• Supervise and train Administration seasonal staff
• Staff Lead for Box Office volunteer crews
• Supervise Main Box Office area during the Festival
• Prepare training materials for Box Office processes
• Coordinate Box Office set-up and take-down
• Provide exceptional customer service to Festival stakeholders and ticket purchasers and
  resolve customer service issues at the Box Office
• Oversee transportation of items to/from Festival office and site including pickups and deliveries
• Manage the lost-and-found after the festival

Qualifications:

• Organized, detail-orientated, with demonstrated attention to accuracy
• Exceptional customer service and problem-solving skills
• Ability to convey information and messages clearly
• Strong aptitude for troubleshooting software and hardware issues
• Self-motivated and consistently meet deadlines
• Ability to work with confidential information using discretion

Assets:

• Proficiency with Microsoft Office 365 and a desire to improve systems
• Ability to work calmly and efficiently under pressure and with a wide variety of colleagues, customers, vendors, and volunteers
• Demonstrated project management including ability to prioritize multiple tasks, deadlines and changing priorities
• Reception and customer service experience in an office environment
• Knowledge of the Winnipeg Folk Festival

Work Schedule:

The hours of work generally fall between 9 am and 5 pm, Monday to Friday, a 35-hour week with an unpaid lunch. There is a need for schedule flexibility related to evening and weekend events, training sessions and meetings with volunteers. During the weeks leading up to and during the festival, the selected candidate will be required to work long hours in an outdoor environment.

Compensation:

The salary range is $41,000-$48,000. Winnipeg Folk Festival has an excellent benefits plan.

Application Process:

The Winnipeg Folk Festival values the diversity of the community it serves and those who consider working with us.
We welcome applications from those interested in working in an inclusive environment and will work with any candidates who require accommodation during this confidential process.

Please send a resume and cover letter by January 29, 2025 to:
Breanne Delaney, Manager of Finance & Administration
Email: bdelaney@winnipegfolkfestival.ca. Include ‘Office & Systems Coordinator’ in the subject line.