Description

Organization: Tinworks Art | Bozeman, MT
Title: Venue Operations Coordinator
Hours: Part-time, 20-30 hours/week on average
Schedule Note: Schedule varies with the programming calendar. Most events take place evenings and weekends; flexibility is essential and expected
Compensation: $23-26/hour, depending on experience
Reports To: Director, Tinworks Art
Works With: Director, Tinworks Art; Director of Exhibitions and Facilities; Admin & Ops; Finance; Site Coordinator/ Curatorial Assistant

ABOUT TINWORKS ART

Tinworks Art is an artist-centered, community-oriented non-profit organization located in Bozeman, Montana. With two venues—at 719 N Ida Avenue over a 2-acre complex of former industrial and agricultural buildings; and at the historic 300-capacity gathering place in the heart of downtown Bozeman, Tinworks at Rialto at 10 West Main Street. Tinworks at Rialto is a year-round cultural hub presenting live performance, music, film, visual art, and public programs that engage artists and audiences in meaningful ways, where art meets the American West.

Tinworks Art is a safe, inclusive workplace for people of all backgrounds and walks of life. If you meet some of the criteria—even if you aren't sure you're a perfect match—we still want to hear from you. We value diversity and do not expect applicants to check every box.

POSITION SUMMARY 

The Venue Operations Coordinator is the operational backbone of Tinworks at Rialto — keeping the venue running smoothly, staying ahead of what each event needs, and bringing care and consistency to the systems, relationships, and details that make it all work. This role carries responsibility for understanding and supporting the balance between programming activity and rental revenue, with the understanding that Tinworks' own programming takes priority in the venue calendar.

At its core, this is an operations and administration role with a strong hospitality orientation. The right candidate knows what it takes to get a venue ready, thinks in run-of-show terms, and brings the same proactive care to an organized back office as they do to a seamless event night. They stay on top of what’s coming, keep the team informed, and help the venue run well at any point in the season.

This role works in close partnership with the Site Coordinator / Curatorial Assistant and reports directly to the Tinworks Director. It carries a clear growth path: as Tinworks at Rialto’s programming and rental calendar builds, this person will grow into owning the booking pipeline, managing promoter and rental client relationships end-to-end, and contributing programming ideas directly to the Director.

Like all roles at Tinworks, this one involves a range of tasks across the organization— including physical setup, load-in, post-event breakdown, and cleanup as needed.

Requirements

KEY RESPONSIBILITIES

Operations & Administrative Systems

•        Own and maintain the operational systems that keep Tinworks at Rialto running: venue calendar, shared checklists, run-of-show templates, supply inventory, and day-to-day administrative workflows
•        Monitor the venue inbox, physical mail and voicemail; respond or route inquiries promptly and professionally
•        Maintain organized digital and physical records for events, contracts, permits, licenses, vendor relationships, and correspondence
•        Keep ClickUp and other organizational tools current so the team is working from updated information 
•        Anticipate administrative needs ahead of each event and ensure all details are addressed and confirmed between booking and day-of-event
•        Prepare per-event production cost summaries; track actuals against budget and flag variances promptly to the Director 
•        Perform pre-event evaluation with Director and Admin/Ops, and post-event debrief on a weekly basis
•        Maintain clear settlement records for each event including door revenue, bar reconciliation, and artist fees
•        Ensure timely processing of event-related vendor and artist payments in coordination with Admin & Ops / Finance
•        Collaborate with Admin & Ops / Finance on insurance certificates, city permits, and contract compliance

Event Readiness, Execution & Wrap-Up

•        Own the full event cycle: from pre-event preparation through load-in, run of show, load-out, post-event breakdown, pack-up, and venue reset
•        Arrive ahead of doors to verify all preparations are in place and brief the team on any last-minute changes
•        Develop and maintain event-specific run-of-show documents; distribute to all relevant staff, vendors, and partners well in advance
•        Coordinate artist hospitality including green room setup, parking, and where applicable, housing and ground transportation for visiting artists
•        Oversee front-of-house operations on event nights: door staff, box office, and guest services, from load-in through close of venue
•        Coordinate load-out and post-event wrap-up with Site Coordinator and team, including green room reset, front-of-house tidying, arranging cleaning services as needed, and ensuring the venue is secured and ready for the next event.
•        Manage box office functions including ticket scanning, cash and card transactions, guest list management, and door revenue reconciliation
•        Support bar operations and work with bartending staff to ensure a high-quality, responsible guest experience (TIPS certification or equivalent or willingness to obtain is desirable)
•        Conduct pre- and post-event walkthroughs and document any maintenance or safety needs for follow-up

Licensing & Compliance

•        Manage performing rights organization (PRO) licenses ensuring coverage is current, event classifications are accurate, and quarterly reporting is completed on time
•        Coordinate film screening licenses for all Rialto film programming; confirm licensing is secured ahead of each screening
•        Track renewal dates, reporting deadlines, and fee schedules; flag upcoming obligations proactively to Admin & Ops / Finance
•        Maintain organized records for all active licenses and compliance documentation

Stakeholder & Partner Relationships

•        Serve as the primary point of contact for the City of Bozeman, Bozeman Area Chamber of Commerce and the Downtown Bozeman Association, maintaining active communications about upcoming programming and staying on relevant city and downtown initiatives
•        Build and maintain relationships with downtown neighbours, businesses, hotels and visitor-facing staff so that Tinworks and Tinworks at Rialto are top of mind when people are looking for things to do, spaces to book, or events to attend
•        Manage the ongoing relationship with the restaurant tenant upstairs — coordinating on shared access, scheduling, noise, and any operational matters that need alignment between the two operations
•        Own key vendor relationships, including A/V production with Jereco or freelancers, cleaning, security, equipment hire, and supplies. Maintain regular contact and ensure vendors are prepared for each event
•        Act as an ambassador for Tinworks in every interaction with partner organisations, clients, civic contacts, and the wider community, embodying the organisation’s values and its place in Bozeman

Staff & Volunteer Coordination

•        Schedule and supervise event staff as appropriate, and coordinate additional staff from internal team as needs arise
•        Work closely with the Site Coordinator / Curatorial Assistant to ensure clear operational briefs/run-of-show are in place for every event
•        Foster a professional, welcoming working environment consistent with Tinworks values

Venue Rentals

Tinworks at Rialto is an exceptional space for private events, corporate gatherings, and community programming. Growing rental revenue is an organizational priority. This role owns that effort.

•        Take a proactive approach to growing Tinworks at Rialto’s rental business – reaching out to corporate, private, and community clients, building relationships and keeping the venue on people’s radar as a first-choice space for events
•        Manage rentals end-to-end: field initial contact, present the space, generate proposals, confirm bookings, and coordinate event-day logistics
•        Track rental activity and revenue; report regularly to Admin & Ops / Finance
•        Identify opportunities to grow rental volume and bring specific ideas and leads to the Director

Facilities Coordination

•        Coordinate with the Director for Exhibitions and Facilities on facilities needs: maintenance scheduling, vendor access, building concerns, as required by programming activity
•        Escalate building or equipment issues promptly and follow through to confirm they’re resolved
•        Maintain supply inventory and ensure the venue is consistently stocked and event-ready
•        Ensure basement storage space is maintained in an orderly manner

Growth Path: Booking & Programming

•        As the programming calendar develops, grow into managing the booking pipeline — tracking offers and holds, corresponding with agents and promoters, and advancing productions
•        Take on full artist logistics coordination as touring relationships develop — housing, ground transportation, itineraries, and hospitality — from first advance contact through day of show
•        Build and own relationships with rental clients and event promoters over time, with the goal of managing these end-to-end
•        Contribute programming ideas and routing opportunities to the Director as familiarity with the regional market grows

QUALIFICATIONS

Required

•        2+ years of experience in venue operations, event coordination, hospitality management, or a closely related field
•        Genuinely proactive: anticipates needs, surfaces problems early, 
•        A self-starter with a can-do attitude; calm under pressure and able to problem-solve in real time
•        Strong org skills and attention to detail; comfortable building and maintaining systems
•        Clear and professional communicator: able to work effectively with artists, crew, vendors, city contacts, clients, neighbors, and the public
•        Experience with administrative record-keeping, digital file management, and shared organizational tools, 
•        Experience supervising event staff and/or volunteers
•        Comfortable with physical event work — load-in, setup, breakdown, cleanup, and pack-up
•        Comfortable with basic sound and lighting equipment; willing to troubleshoot on site
•        Able to meet deadlines under pressure with minimal need for direction
•        Available evenings and weekends: most events take place Thursday through Sunday
•        Current TIPS certification or equivalent, or willingness to obtain
•        Able to lift 50 lbs; valid driver’s license
•        Thrives in an active, ever-changing environment and adapts quickly when priorities shift

Preferred

•        Experience at an independent music venue, performing arts center, hotel, or hospitality operation
•        Familiarity with performing rights licensing (SESAC, BMI, ASCAP) and/or film screening licensing
•        Experience in venue rental sales or event sales
•        Familiarity with production advancing — technical riders, hospitality coordination, load-in logistics
•        Proficiency with project management or venue management software (ClickUp, Asana or similar)
•        Experience with ticketing and contract management platforms
•        Existing relationships with local or regional event promoters, artists, or community orgs
•        CPR/First Aid certification
•        Genuine enthusiasm for live performance and Bozeman’s arts and music community

WORKING CONDITIONS

This role involves regular physical activity -- standing for extended periods, lifting equipment up to 50 lbs, and working in environments with amplified sound. Load-in, setup, breakdown, and post-event cleanup are standard parts of the job and sometimes require the use of basic tools and equipment. Most events take place Thursday through Sunday evenings; hours vary week to week based on programming, averaging 20–30 hours per week.

COMPENSATION

Hourly rate: $23-$26/hour, depending on experience, with meaningful growth potential as Tinworks at Rialto’s programming and rental calendar expands. This is a part-time hourly position and does not include benefits. Complimentary admission to Tinworks events.