TITLE: Operations Coordinator

REPORTS TO: Finance Manager

JOB CLASSIFICATION: Salary/Non-Exempt

SALARY RANGE: $43,000 - $50,000

DESCRIPTION: The Hollywood Theatre is a not-for-profit organization whose mission is to entertain, inspire, educate and connect our community through the art of film, while preserving the historic Hollywood Theatre and the world-class Movie Madness video collection. We offer a diverse array of film programming and initiatives that empower audiences to fully explore and participate in the rich cultural heritage of cinema.

As the Operations Coordinator, you’ll work with the Finance Manager to support the day-to-day operations of the Hollywood Theatre and its satellite locations in the Portland area.  While some of the operational tasks that you’ll be responsible for are consistent and predictable, many of the tasks are project-based and serve a wide range of operational needs.  As such, your day-to-day responsibilities may vary, but at its core, this position supports key operational initiatives that are essential to the overall success and continued impact of the Hollywood Theatre and Movie Madness in the community.  If you're a person who can excel in a team support role in a dynamic and growing organization, and can also drive a project with a certain degree of independence, the role of Operations Coordinator may be for you. 

The key operational areas you will support are: 

• Projects related to the maintenance and continuing restoration of the Hollywood Theatre’s historic building.  This includes coordination and communication with various vendors, contractors, architects, designers, the City of Portland, and other organizations that contribute to the upkeep of the Hollywood Theatre.   
• Hollywood Theatre administration office. The Hollywood Theatre office is the hub of all operations and as such, operational support is needed for our internal employee website, ticketing software, as well as general customer service as needed.

LOCATION: The Hollywood Theatre office at 4035 NE Sandy Blvd Suite 212, Portland, OR.  The office is right across the street from the theatre. Additionally, some local travel will be required to the Hollywood Theatre’s satellite locations (Hollywood Theatre at the PDX Airport, Movie Madness, off-site events, etc) as well as other locations as needed.  

This position is not remote and will require you to work from the Hollywood Theatre office.

MAIN RESPONSIBILITIES:

• Maintain a reasonable working knowledge of the Hollywood Theatre building in terms of its history and planned improvements.
• Organize and monitor all operations projects, both active and in pipeline, for the Hollywood Theatre and report on status during scheduled check-ins.
• Act as an informed point of contact for all Hollywood Theatre building and maintenance needs.  While this position does not require you to have an extensive knowledge of construction, building codes, historical preservation, etcetera, we do expect that you’ll be able to coordinate with subject matter experts who are instrumental to completing large maintenance and restoration projects at all Hollywood Theatre facilities.
• Work as needed with select vendors to ensure the Hollywood Theatre office runs smoothly.  Coordination with IT vendors, business equipment vendors, etcetera will be required from time to time.  
• Act as dedicated backup for the Administrative Assistant.  As the administrative assistant’s duties often require them to be away from their desk, and sometimes out of the office, it is imperative that the Hollywood Theatre office have regular backup available to answer phones or direct visitors accordingly.
• Act as dedicated backup for the Development Coordinator.  The development coordinator is responsible for ensuring that Hollywood Theatre members have seats reserved for specific shows.  At times, because of the nature of our busy event calendar, the Development Coordinator requires assistance to ensure that all screenings are covered.
• Become familiar with our ticketing system, Agile, and subsequently support Hollywood Theatre staff in setting up event listings.
• Ensure that the Hollywood Theatre at the PDX Airport Microcinema is kept presentable and functional for both audiences and to the requirements of the Port of Portland.  This may include, but is not limited to, paint touch up, seat repair, light dusting, dealing with contractors, etc.
• Communicate with managers and directors, to identify operational needs or challenges; proactively research solutions.
• Assist in other projects as assigned by the Finance Manager.

SKILLS REQUIRED:

• Excellent organizational skills and an ability to think proactively, solve problems creatively, and prioritize work 
• Excellent communication skills and ability to collaborate with coworkers across programs.
• Excellent critical thinking and problem-solving skills
• Detail-oriented, with the ability to see the big picture
• Ability to see a potential challenge as an opportunity for creative thinking
• Knowledge of non-profit business procedures and accounting
• Some local travel is required
• Must have a valid driver’s license and clean motor vehicle record

Working Conditions & Physical Requirements:

The work is primarily performed in an office setting and/or remotely, with offsite meetings and events. Occasional travel may be required. This is largely a sedentary position that requires the employee to sit, stand, walk, and bend, and may include heavy lifting of files, equipment, merchandise, etc. The Operations Coordinator works full-time, typically between the office hours of 9:00 a.m. to 5:00 p.m. or 10:00 a.m. to 6:00 p.m. Monday through Friday. There will be periods in which events and deadlines necessitate evening and weekend work.