Coordinator, Box Office & Administration

Job Details

Temporary Full Time (CUPE 1329T)

18 month contract

leave of absence

Open to all current Town of Oakville employees and external applicants

Applications for this position must be received at  by no later than 11:59 pm on March 15, 2026.

This job posting is for an existing vacancy and therefore will be filled accordingly.

The Oakville Centre for the performing Arts (OCPA) is a unique operation within the Town of Oakville, requiring an experienced person to coordinate box office operations, and its systems, rental business, administration and the OCPA website. The position reports to the Manager of the OCPA. The position is the liaison to the Finance and Accounting Department at the Town and oversees software systems for box office, all theatre rental services and all box office activities.

The OCPA has more than 320 operational days a year and the Coordinator is responsible for keeping an accurate OCPA Event Scheduler and maintaining the box office database. The position is expected to coordinate the administration and box office efficiently and be compliant with all corporate and department policies, procedures and standards.

Hours of work will regularly vary and candidates must be prepared to work at least one evening performance per week, one weekend in three and are ‘on-call’ for other shifts as required i.e. to cover staff absence / illness.

• Develop and implement processes and procedures related to the Box Office Systems
• Develop protocols for appropriate system use processes, methodologies and any testing protocols required for sophisticated ticketing capabilities of software systems and coordinate any software migrations or upgrades
• Implement and document backup procedures to ensure the continuation of service should issues arise with networks, power, internet access etc.
• Provide high level application support by investigating system user issues and elevate to vendor if necessary to solve.
• Oversee the day-to-day operation of the box office and administration
• Hire, train, schedule, supervise and review work of 3-4 part time box office staff
• Schedule, assign tasks to and review work of 2 full time Box Office Administrative Clerks
• Recommend and implement procedures for efficient box office operation and ensure a high level of customer service and accuracy from all staff associated with the box office.
• Provide support for and respond to customer issues, requests and complaints, escalating to the Theatre Manager if necessary.
• Develop necessary Privacy Regulations with regard to the collection of customer information.
• Coordinate set‑up, sales and reconcile ticket sales for the settlement of 50‑70 rental client events, over 75 OCPA presented events, several subscription series, the Big Ticket Memberships and OCPA special events.
• Coordinate and provide box office sales reports, settlement documentation, annual statistics and recommendations for applicable budget line items.

• Schedule over 300 event booking days per year, assessing requirements for technical support, front of house, marketing and ticketing services
• Respond to rental client requests on a daily basis, providing quotes and information.
• Coordinate and maintain the Oakville Centre Event Scheduler, within the ticketing software, 1‑2 years in advance.
• Coordinate and oversee the rental client contract process including deposits, insurance, box office information, web site listings, reconciliation and settlements.
• Take a proactive approach to meeting with all current and new community rental clients to discuss and advise on their upcoming bookings.
• Liaise with the Finance and Accounting Department on the issuance of settlements and client invoices.
• Assist with developing and implementation of rental policies and procedures.
• Understand the Recreation and Culture Rates and Fees, HST, Socan, Resound and other third‑party organizations and how to apply to the contracting process.
• Liaise with and inform other OCOA staff to ensure requirements for rental shows are met or when requirements for bookings…