Properties Department Administrator

Title: Properties Department Administrator
Reports to: Assistant Properties Director, Properties Director, Production Director, Associate Production Director, Technical Director, and Associate Technical Director.
Employment Classification: Non-exempt position. Overtime begins after the fortieth hour.
Job Description (PDF)

Function

To provide efficient and timely administrative/clerical assistance to the Properties Director and staff. To provide technical assistance for the production of properties in seasonal and off-season opera use, as needed. To manage stock and supervise the rental and loan of stage properties throughout the Fiscal Year, including production rentals and or co-productions to other theatrical companies.

Responsibilities

1. Complete clerical tasks including but not limited to: bookkeeping, filing, research, scheduling, entering and tracking labor hours, creation of forms and contact sheets, and maintenance of job descriptions.
2. Execute and track orders placed via telephone, catalogs, and the Internet.
3. Attend Production Meetings and other interdepartmental meetings as directed by the Properties Director.
4. Assist in supervising projects with the prop department employees, over hire labor and volunteers as needed, especially when the Properties Director is not available.
5. Shop locally and via the internet during the off-season build and in the absence of the Seasonal Shopper/Buyer.
6. Train, Supervise, and Assist the Seasonal Shopper/Buyer with local and Internet shopping and bookkeeping.
7. Assist in providing orientation in safety practices and policies, and other appropriate procedures and policies.
8. Organize and maintain stock of stage properties, including management of loans and rentals of props within the opera, to the community, and to other theatrical companies.
9. Assist in cleaning and organization of the Prop Shop and equipment.
10. Maintain office areas, supplies, and equipment, including the training of staff on office equipment, as necessary.
11. Create, organize, and update operational, vendor, and archival files, including show bibles for seasonal productions.
12. Maintain accurate prop department bookkeeping, accounting, committed funds, petty cash, and credit card records. Bear responsibility for any personal petty cash loss or shortage.
13. Assist in maintaining records of each production, including, but not limited to, design sketches, photographs, prop lists, and final cost of each prop.
14. Organize and supervise co-production and production rentals of properties to other companies, including inventory data entry, photography, and paperwork, tagging and packing of items, generating packing manifests, refurbishing and maintenance, shipment, and restocking.
15. Coordinate, supervise, and assist the striking, tagging, and packing of properties for storage and/or rentals at the end of the season.
16. Train and coordinate Run Crew Staff in maintaining and entering electronic inventory data.
17. Maintain a professional, practical, and nurturing attitude with vendors, volunteers, community members, and other company employees.

Other Responsibilities

1. Accept responsibility for other appropriate projects relating to The Santa Fe Opera.
2. Give support and show appreciation to The Board of Directors, Guild, Patrons, and other volunteer organizations and supporters of The Santa Fe Opera.
3. Follow procedures and policies of The Santa Fe Opera as in the employee manual.
4. Other duties as assigned.

Skills and Training

1. Minimum BA in Theatre Production or comparable professional experience with training in theatre production including properties.
2. Training and understanding of safe practices for the theatre environment.
3. One year professional properties administrative experience or related experience.
4. Skilled in PC computers, including, but not limited to: most current Windows operating systems, Microsoft Word, Excel, PowerPoint, and Outlook, Black Baud FENXT accounting system (or current accounting system), electronic inventory systems, time clock systems and working knowledge of Adobe Photoshop and Illustrator (preferred).
5. Willingness and ability to work within a rigorous time schedule with a variety of personalities and skill levels.
6. The ability to apply skills in multi-tasking, adaptability and resourcefulness.
7. The ability to instruct and mentor others.
8. The ability to practice good communication, listening, and mediation skills.
9. Ability and license to operate a full size pickup truck and/or panel truck with automatic transmission, or with a manual transmission, if owned by the company.

Possible Equipment

The employee must be prepared to use the following equipment: basic hand tools, drill drivers, personnel lifts (with training), computer, paint booth, paint trap, shop HVAC units, copier/scanner, plotter, and stencil cutter.

Environment

The Santa Fe Opera is at an altitude of 7,000 feet. The environment of the work place includes indoor conditions that may be dusty or smoky. The presence of particles or fumes and the use of materials that produce particles and fumes may require the use of dust masks or respirator. Outdoor conditions include wide temperature variations, exposure to sun, rain, wind and other weather conditions. Work week is normally, but not limited to six days, eight to twelve hours per day. Hours are long and stress level can be high.

Physical Requirements

1. On occasion may need to be able to use a respirator in accordance with OSHA’s Respiratory Protection Standard.
2. Must be able to carry 50 pounds.
3. Must be able to climb and work from ladders.
4. Must have vision and dexterity to safely operate stationary and portable power tools, hand tools, stage rigging and equipment.

This job description in no way implies that these are the only duties to be performed by the employee occupying this position. The fundamental job requirements are included, and these are the essential job functions. Employees will be required to perform any other job-related duties assigned by their supervisor. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

The Santa Fe Opera has an industry-wide reputation as an excellent employer, providing rewarding opportunities amid a setting of great natural beauty. As an Equal Opportunity Employer, the Santa Fe Opera celebrates diversity and inclusion. We do not discriminate against any employee or job applicant on the basis of race, color, religion, national origin, creed, gender, sexual orientation, pregnancy, disability, age, veteran status, political affiliation or philosophy. All qualified applicants are encouraged to apply.

The Santa Fe Opera has implemented a mandatory COVID vaccination policy, which requires employees/interns to be fully vaccinated against COVID to perform work for the company or have been approved for an accommodation based on disability or sincerely held religious belief. Employees will be considered fully vaccinated two weeks after receiving the requisite number of doses of a COVID-19 vaccine and a booster.