Patron Services Coordinator

Reports to:             Associate Director of Communications

Status:                     Full Time, Exempt

Summary of Position

The Patron Services Coordinator provides administrative and customer service support with a focus on patron and donor services including database management, ticket sales, and event support. This position uses PatronManager to process ticket orders and donations and assist with reporting. This position reports to the Associate Director of Communications, is an integral member of the Choral Arts team, and works closely with the Executive and Deputy Directors. This position is expected to work full time in the Choral Arts office (Dupont Circle, Monday – Friday, 10 am – 6 pm), with an opportunity to work some hours remotely after 6 months of employment. Evening and weekend hours are required at Choral Arts concerts and events.

Duties:

Box Office – 50%

• Answer telephones and provide superb customer service to patrons
• Timely execution and fulfillment of all ticket and merchandise orders, patron requests, and inventory updates
• Timely response to patron inquiries including voicemail, email, and other messages
• Assist with Season Ticket campaigns including renewals and acquisitions
• Assign seating with sensitivity to accessibility needs, requests, and subscriber/donor levels
• Coordinate all front of house activities for performances including materials for venue staff, volunteer recruitment, and tickets for VIPs
• Provide front of house customer service at Concierge Table for all experiences
• Maintain accurate ticket and merchandise inventory
• Recruit and train volunteers as needed
• Prepare sales reports at regular intervals using PatronManager and Excel

Development – 20%

• Record and process all donations and pledges
• Generate gift acknowledgement letters accurately and promptly
• Maintain electronic and physical donation records
• Assist Development staff with special events including invitation distribution, communication with attendees, seating, and printed materials

Database Administration – 20%

• Ensure that Choral Arts’ database (PatronManager) is up to date through accurate record keeping and regular updates
• Create events and subscriptions in PatronManager ahead of each season
• Maintain PatronManager connection to third party services
• Assist Development and Communications with reporting including mailing/email lists, donor listings, etc.
• Update and maintain PatronManager Public Ticket Site, donation forms, and confirmation emails
• Maintain ticket pre-/post-experience patron communications
• Prepare daily deposits and settlements from PatronManager for Bookkeeper
• Maintain physical equipment for PatronManager (ticket printer and payment devices) 

Other – 10%

• Attendance and organizational representation at all concerts and special events
• Update and maintain box office and development pages of website in WordPress
• Order and maintain office supplies and equipment
• Provide administrative support to staff members as needed
• Other duties as assigned 

Requirements:

• Exceptional phone and customer service skills with a solid attention to detail
• Self-starter, takes initiative, works independently, understands a team environment, and anticipates the needs of their supervisors
• Ability to multitask and meet deadlines under time constraints
• Highly responsible with a professional demeanor
• Curious with a love of learning and connection
• Strong computer skills, particularly in Microsoft Excel and other Microsoft Office Products; willingness to become a PatronManager Admin within 6-12 months of hire
• Nighttime and weekend availability is required and a flexible schedule is to be expected in alignment with performance schedule and departmental needs
• Appreciation and interest in the performing arts

Compensation/Benefits :

Salary range: Mid $40s. Benefits package includes health insurance with prescription drug, dental, and eye plans (substantially underwritten by Choral Arts); voluntary retirement plan with employer match (employer match becomes fully vested after 2 years of service); vacation, sick, and personal leave; paid parking or Metro benefits; short-term and long-term disability, and life insurance.

To apply, mail or email a cover letter, resume, and list of three professional references to:

The Choral Arts Society of Washington

Attn: Caryn Fraim

1666 Connecticut Ave NW, Suite 525

Washington, DC 20009

cfraim@choralarts.org

The Choral Arts Society of Washington is an Equal Opportunity Employer