Description

The Depot is a multi-disciplinary arts organization housed in Downtown Norman’s Walker Arts District in the Historic Santa Fe Depot.  We are a working AMTRAK station hosting Heartland Flyer departures every morning, a rental venue for weddings and gatherings, a host to community events and our sister arts organizations, and home to the Depot Gallery, Depot Concerts, Depot Poetry, and producers of the beloved Summer Breeze Concert Series.  We are seeking an office manager to work with the City of Norman to care for this historic building and its maintenance, coordinate tasks associated with our AMTRAK waiting room, manage rentals, purchasing, invoicing, and bookkeeping and record keeping, and become a champion for our historic building and its activities.  

To apply please send a resume, cover letter and 3 professional references to office@normandepot.org.  Position starts immediately and the application stays open until the position is filled.  

Job Duties:

OFFICE/FACILITY MANAGEMENT: 

       Serve as primary staffing for Depot Gallery Hours – currently anticipated to be Wed-Sat, 8am – 2pm – answering phones and greeting guests.

       Serve as the liaison between The Depot and the City of Norman maintenance and management. 

       Generate a monthly facility report for the City of Norman

       Manage security systems, utilities, supplies purchasing, etc. 

       Schedule maintenance activities including cleanings, A/C maintenance, etc.  

       Depot Calendar creation and maintenance including – Depot events, community events, rentals, meetings and social media posts

AMTRAK LIAISON

       Manage volunteers and staffing for AMTRAK lobby for the Heartland Flyer that leaves The Depot daily at 8:51am. 

       Ensure that the lobby is cleaned and prepared for visitors. 

       Prepare AMTRAK informational materials for visitors and train customers. 

       Provide AMTRAK information to customers as needed.  

RENTAL/VENUE SUPERVISOR:

       Answer rental inquiries and schedule rentals including executing contracts, issuing invoices, receiving payments and scheduling janitorial services as needed. 

       Assist with the marketing and schedule and execute promotional events showcasing the Depot as a community and rental venue.  

       Provide timely information and appropriate follow up with all rental customers. 

BOOKKEEPING ASSISTANCE

       Responsible for accounts payable and invoicing and receivables.

       Accept payments for rentals, art and boutique purchases, donations, and sponsorships.

       Create inventory items for our online gallery store.

       Enter transactions as needed into our Quickbooks Online accounting system

       Transport bank deposits, as needed.

       Enter donations and sponsorship information into our donor database. 

OTHER RESPONSIBILITIES:

       Build and maintains effective and positive relationships with donors, artists, rental clients, and community members. 

       Perform other duties as assigned by the Executive Director

Requirements

SKILLS REQUIRED: 

       Proficient in the use of Microsoft Office/Google Suite applications including word processing, spreadsheet and basic design software

       Effective oral and written communication skills. 

       Excellent interpersonal and organizational skills.

       Ability to handle multiple tasks and project simultaneously. 

       Ability to prepare routine and complex reports. 

       Ability to maintain a safe and clean work environment.

SKILLS PREFERRED: 

       Proficiency in Quickbooks Online

       Experience in Meta (Facebook/Instagram) and social media post scheduling and posting. 

       Two years experience working in an office environment

       Experience in a not-for-profit environment

       Any equivalent combination of training and experience which provides the required knowledge, skills and abilities.