Facilities Administrator

Administration · Philadelphia, Pennsylvania
Department Administration
Employment Type Full-Time Regular
Minimum Experience Entry-level

The Philadelphia Ballet Facilities Administrator serves as lead receptionist and provides comprehensive administrative support to the Head of Facilities/Special Projects to ensure the smooth and efficient operation and optimal productivity of this key functional area serving the entire organization.

 

Essential Functions:

  • Greets employees, visitors, students, parents, and guests; determines the purpose of each person’s visit and directs or escorts him or her to the appropriate location.
  • Answers, screens, and directs phone calls to staff;
  • Plan, coordinate and schedule reception staff for North Broad Street studios and other locations as may be required. 
  • Plan, coordinate and schedule Studio Rentals including handling related communications internally and externally with other Ballet companies interested in renting.
  • Prepare Facilities Accounts Payable for review and approval
  • Receives mail, documents, packages, and courier deliveries and delivers, distributes and/or scans to intended recipients.
  • Performs administrative and clerical support tasks.
  • Performs basic filing and recordkeeping.
  • Maintains inventory of office/cleaning/health and safety supplies
  • Responds to and resolves administrative inquiries and questions.
  • Available to work flex schedules including evening and weekends as required.
  • Other duties as required


Supervisory Responsibility:   None

 

Required Education & Experience

  • High School diploma required or equivalent relevant work experience.
  • Three or more years of experience in an administrative or office management role preferably non-profit performing arts.
  • Thorough understanding of clerical procedures, processes, and systems.
  • Basic understanding of office equipment, computers, telephones.
  • Proficient with database management, Microsoft Office Suite and related software.
  • Experience managing confidential and sensitive information.

Required Competencies: 

  • Ability to establish and maintain effective and productive working relationships within a diverse and multicultural environment.
  • Good judgement and ability to maintain confidentiality
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills; ability to interact with children and adults.
  • Strong time management and organizational skills.
  • Accuracy and attention to detail.
  • Ability to manage multiple conflicting priorities.
  • Ability to work independently and as part of a team.
  • Ability to problem solve.
  • Ability to take appropriate steps to promote and enforce safe work practices in accordance with policies and protocols.

 

Work Authorization/Security Clearance

 

Proof of COVID-19 Vaccination required as condition of employment.

 

Other Duties

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 

Organizational Diversity

 

The Philadelphia Ballet is an Equal Opportunity Employer. We are deeply committed to cultivating and sustaining an organization that is equitable, fair, and inclusive in artistic expression and organizational behavior, policy, and practice.  We embrace multicultural diversity both on and off stage and strive to be an organization where all communities feel a sense of belonging.  We hold each other and ourselves accountable to these intentions every day. 


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  • Location
    Philadelphia, Pennsylvania
  • Department
    Administration
  • Employment Type
    Full-Time Regular
  • Minimum Experience
    Entry-level