Key Responsibilities and Required Skills for a Theatre Coordinator

🎯 Role Definition

A Theatre Coordinator is the operational heart of a performance venue, serving as the central hub for logistics, scheduling, and communication. This individual is the linchpin that connects the artistic vision of productions with the practical realities of running a complex facility. They ensure that from the moment a production team arrives to the moment the last patron leaves, every detail is managed with precision and professionalism. More than an administrator, the Theatre Coordinator is a proactive problem-solver and a master of orchestration, responsible for creating a smooth, safe, and welcoming environment for artists, staff, and audiences alike. They are the go-to person for almost every aspect of the building's daily life, making the magic of theatre possible through meticulous planning and execution.

📈 Career Progression

Typical Career Path

Entry Point From:

Front of House Manager or Assistant
Box Office Assistant or Supervisor
Production Assistant or Stagehand
Arts Administration Assistant

Advancement To:

Theatre Manager or General Manager
Director of Operations (Arts Venue)
Production Manager
Director of Events

Lateral Moves:

Corporate Event Coordinator
Non-Profit Arts Administrator
Touring Company Coordinator

Core Responsibilities

Primary Functions

Masterfully coordinate the master calendar for all theatre spaces, meticulously scheduling rehearsals, performances, load-ins, load-outs, and third-party rental events to maximize venue utilization.
Act as the primary liaison and point of contact for all internal departments, visiting production companies, external clients, and vendors, ensuring clear and consistent communication.
Oversee all Front of House operations during performances, including the management, training, and scheduling of ushers, ticket takers, and concessions staff to ensure an exceptional patron experience.
Act as the lead on-site manager during events and performances, making executive decisions to resolve operational challenges, patron issues, and unforeseen emergencies in real-time.
Manage the entire event lifecycle for venue rentals, from initial inquiry and site visits to contract negotiation, execution, and post-event settlement.
Collaborate closely with the Technical Director and production teams to assess and coordinate technical, staffing, and equipment requirements for each event.
Ensure the venue is in strict compliance with all health, safety, and accessibility regulations, including fire codes and OSHA standards, by conducting regular inspections and staff training.
Develop and distribute comprehensive event notes, daily schedules, and operational plans to all relevant staff, ensuring everyone is aligned on their roles and responsibilities.
Manage artist and company hospitality, coordinating travel, accommodations, backstage needs, and catering to provide a welcoming and professional environment.
Directly handle and resolve escalated customer service issues with diplomacy and tact, preserving the theatre’s reputation for outstanding service.
Conduct thorough pre-event walkthroughs and post-event inspections of all facility spaces to ensure they meet presentation standards and to assess any damages.
Maintain and oversee the inventory of essential theatre supplies, from front-of-house consumables to backstage equipment, and manage procurement as needed.

Secondary Functions

Assist the senior management team in the development and tracking of annual operating budgets, providing insights on event-related costs and revenue projections.
Process and track contracts, permits, certificates of insurance, invoices, and payments for artists, clients, and third-party vendors, ensuring timely and accurate financial administration.
Generate and analyze post-event reports detailing attendance figures, revenue, staffing costs, and operational feedback to inform future planning and decision-making.
Support the marketing and development departments by facilitating promotional activities, coordinating logistics for fundraising events, and maintaining positive community relations.
Contribute to the continuous improvement of operational procedures and policies by identifying inefficiencies and proposing effective, practical solutions.
Recruit, onboard, and provide foundational training for new part-time and volunteer front-of-house staff members.
Maintain strong, positive working relationships with community partners, promoters, touring companies, and other stakeholders to foster collaboration and repeat business.
Administer payroll for hourly front-of-house and operations staff, ensuring accurate timekeeping and adherence to labor policies.

Required Skills & Competencies

Hard Skills (Technical)

Venue Scheduling Software: Proficiency in specialized scheduling platforms like Artifax, Ungerboeck, or similar venue management systems to manage complex calendars.
Ticketing & CRM Systems: Working knowledge of industry-standard ticketing systems (e.g., Tessitura, Spektrix, AudienceView) for reporting and front-of-house coordination.
Budget & Financial Tracking: Ability to create, manage, and track event-specific budgets using spreadsheet software like Microsoft Excel or Google Sheets.
Contract Administration: Experience reading, processing, and managing contracts for performers, clients, and vendors, ensuring all terms are met.
Health & Safety Compliance: Strong understanding of public assembly regulations, including fire safety, emergency evacuation procedures, and general OSHA guidelines.
Basic Technical Theatre Knowledge: A foundational understanding of stage, lighting, and sound terminology and logistics to effectively communicate with production teams.

Soft Skills

Grace Under Pressure & Problem-Solving: An unflappable demeanor with the ability to think critically and decisively to solve unexpected problems in a fast-paced, live environment.
Exceptional Communication & Diplomacy: The ability to communicate clearly, concisely, and professionally with a diverse range of people, from artists and executives to patrons and part-time staff.
Meticulous Attention to Detail: A keen eye for detail in scheduling, contracts, and venue presentation to ensure nothing is overlooked.
Proactive Time Management & Multitasking: The capacity to juggle numerous competing priorities simultaneously, anticipate future needs, and manage deadlines effectively without direct supervision.
Collaborative Team Leadership: An aptitude for motivating and leading a team, particularly part-time or volunteer staff, fostering a positive and efficient work environment.
Superior Customer Service & Hospitality: A genuine commitment to providing the highest level of service and creating a welcoming atmosphere for every person who enters the theatre.

Education & Experience

Educational Background

Minimum Education:

Associate's Degree or equivalent professional experience in a relevant field.

Preferred Education:

Bachelor's Degree.

Relevant Fields of Study:

Theatre Arts or Performance Studies
Arts Administration
Hospitality or Event Management
Business Administration

Experience Requirements

Typical Experience Range:

2-5 years of progressively responsible experience within a live performance venue, arts organization, or complex event management setting.

Preferred:

Direct experience in front-of-house management, event coordination, or production assistance is highly valued. A demonstrated history of working nights and weekends in a live event context is often expected.