Mercedes-Benz Amphitheater Operations Assistant

The purpose of this classification is to perform a variety of operational supportive functions for the management and staff of city-owned facilities and venues such as, but not limited to, the Mercedes-Benz Amphitheater.

The following duties are normal for this classification.  The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.   Other duties may be required and assigned.  Specific duties listed may not be required for all positions within this classification but are determined by the normal requirements for the particular position.

Provides operational support to the Mercedes-Benz Amphitheater Operations Manager and Box Office staff. 

Performs responsible work in day-to-day operations of the Mercedes-Benz Amphitheater; maintains records, answer, and screen telephone calls; provides routine information to the general public regarding venue operations, services, and accommodations.

Assists in preparations for each amphitheater concert depending on the size, scope and type of show planned; coordinates with Operations Manager, Box Office manager and tours to estimate attendance, approximate staffing and resource needs; schedules needed resources or equipment from contracted vendors.

Coordinates with Operations Manager and Box Office Manager in reviewing show details to determine the available seating for each show; partners with Operations Manager and set-up crew supervisor to ensure accurate venue layout. 

Coordinates with Operations Manager and Box Office Manager in overseeing the Mercedes-Benz Amphitheater’s VIP Box Holder and Select Seat Programs; assists with organizing and distributing VIP tickets, wristbands, parking passes, and related event-specific documents. 

Requests quotes for show expenses; coordinates with Operations Manager and tour production to fulfill required transportation accommodations for each concert; schedules backstage staff/runners depending on tour requests; secures and manage vehicle reservations. 

Assists with planning, organizing, and executing venue setups/breakdowns, logistics, and timelines. Transports, loads, unloads equipment, materials, and supplies. 

Prepares, prints, and distributes all personnel credentials for Mercedes-Benz Amphitheater and city-hosted events. 

Partners with contracted and city staff for front-of-house operations; schedule and supervise event staff using scheduling software, coordinates with TPD and Integrity Service Providers Security to determine staff placement; ensures all external and internal gates and posts are assigned according to tour requests. 

Trains and demonstrates proper handling of Janam Ticket Scanning Technologies; prepares and allocates event staff equipment based on post assignments; enforces venue safety, clear bag policy, and permitted/prohibited items rules and regulations; communicates ADA accommodations and patron relocations, if necessary; ensures all staff are in compliance with the Mercedes-Benz Amphitheater Dress Code Policy. 

Coordinates with contracted and city staff supervisors on pre/post-concert responsibilities; organize pre-show meetings; communicates issues that need to be addressed; provides feedback on areas in need of improvement.

Assists in post-show cleanup; coordinates with Custodial Supervisor to gather proper cleaning equipment, disposes of trash left behind in venue, ensures laundry is collected, washed, and organized, prepare, and reset venue for next scheduled event.  

Conducts interviews for ushers, security, and custodial event staff for front-of-house operations; schedules event staff trainings; submits staff hours worked at event; submits invoices for payroll; serves as point-of-contact for event staff personnel, scheduling, and payroll issues.

Attends event briefings to review timelines; documents incidents/ security breaches with the goal of correcting inadequate processes/procedures; addresses facility requirements. 

Order and maintain office and show day supplies to ensure inventory. 

Ensures the venue stays clean and maintained year-round; identify and troubleshoot any repairs and have them remedied in-house or via work orders.

Assists and confirms that all assets and supplies are properly stored when not in use (security towers, LED boards, VIP chairs, stanchions, etc.)

Ensures all Amphitheater vehicular assets stay clean and maintained year-round (trolleys, golf carts, Ford Expedition)

Receives and assists with deliveries. 

Confirms the proper number of VIP chairs are set and verify that the number of black folding chairs sync with show specific seating charts. 

Verifies supplies on hand to successfully operate an event and purchases as necessary (batteries, ponchos, gaffers’ tape, etc.)

Ensures that artist rooms are ready for arrival; bathrooms prepped (soap, liners in cans, paper towels, toilet paper, clean shower rugs, and curtains), verifies all TV’s, lights, outlets, and fixtures are in working order.

Ensures the stage and back hallway are clean, set, and ready for concerts.

Ensure all security and electronics (radios, pedestals) are charged and ready.

Ensure credentials are ready and all staff shirts are washed and hung.

Acts as a point of contact with vendors for load in and setup.

Assists in preparing, organizing, and submitting documentation for all live performances for the Druid City Arts Festival and/or Live at the Plaza, reviews all performer contracts, schedule of performers and performance hours, schedule and oversee performers load-in, set-up, sound check, breakdown, and load-out to ensure a safe and successful show and satisfied entertainment vendor.  

Assists in scheduling staff for Holiday on the Plaza; submits staff hours worked; submits invoices for payroll; serves as point-of-contact for event staff personnel, scheduling, and payroll issues.

Prepares, prints, and distributes all personnel credentials for city-hosted and special events. 

Collaborates with special events staff in preparation and execution of city-hosted and special events. 

Provides support to staff to ensure coverage; relieves other staff as needed; provides routine information to the general public regarding special events, services, and accommodations.

Refers to facility or venue operating procedures, administrative policies and procedures, regulations and standards, reference manuals and other sources in performing assigned job duties; attends meetings, seminars and training sessions as required to remain knowledgeable of facility or venue operations and to promote improved job performance.

Recommends policies and procedures that guide and support the provision of quality services.

Incorporates continuous quality improvement principles in day-to-day activities.

Must accomplish the essential functions of the job, with or without reasonable accommodation, in a timely manner.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, and managers.

Performs other related duties as required.

High school diploma or GED required; three years of administrative, clerical, or secretarial experience or a related field, preferably in an entertainment venue or event management environment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid driver’s license.

The following requirements are normal for this classification.  Specific requirements may not apply to all positions within this classification but are determined by the normal requirements for the particular position.

PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including telephone, computer, printer, copier, calculator, facsimile, and postage meter. Physical demand requirements are at levels of those for light to moderate work to include lifting requirements and field work.

DATA COMPREHENSION: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, cash receipts, and administrative documents.

INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative information, including receiving assignments and/or directions to co-workers or assistants as well as communicating with the general public.

LANGUAGE ABILITY: Requires ability to read a variety of administrative documentation, directions, instructions, methods and procedures. Requires the ability to prepare and complete reports and forms with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.

INTELLIGENCE: Requires the ability to learn and understand relatively basic clerical principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE: Requires the ability to add and subtract; multiply and divide totals; determine percentages.

FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.

MANUAL DEXTERITY: Requires the ability to handle a variety of items; telephone, computer, printer, copier, calculator, facsimile, and postage meter, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating opposite hand with different activities. Must have above average levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION: May require the ability to discern color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.