Box Office / Administrative Clerk

Job Details:

Temporary Full Time (CUPE 1329T)

Posting Status:

Open to all current Town of Oakville employees and external applicants

Duration:

Approximately 16 months

Internal secondment applications are welcome. Please note, however, that members of management will not be considered for secondments into bargaining unit positions.

Temporary Vacancy Reason

Leave of absence

Closing Date:

Applications for this position must be received at oakville.ca by no later than 11:59 pm on August 28, 2026

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

Job Responsibilities:

This position reports to the Theatre Manager, with day-to-day work coordinated by the Coordinator of Box Office and Administration. This position, working in a team environment with other full-time and part time Box Office and administrative staff, is responsible for providing Box Office and administrative support and specific duties include:

Customer Service, Ticket Sales, and Processing:

• Accurately sell and process single event tickets, group tickets and subscription tickets.
• Sell Big Ticket and Big Ticket Plus Memberships and multiple tickets to patrons attending OCPA's Big Ticket Season by telephone, troubleshooting online sales or in person at the counter ahead of shows and at shows.
• Facilitate rental client single tickets sales and subscription sales for those who offer a subscription series, ensuring accuracy for both patrons and the rental clients.
• Provide front-line support for the Centre (by telephone & in person), answering general inquiries, providing support to customers purchasing tickets online and live streaming for shows, call support for full-time staff and additional information support for rental clients.
• Address customer concerns and complaints promptly and escalate issues if necessary.
• Provide clients with support with online transactions, and make recommendations for related services (e.g. local restaurants, accommodations, parking, accessibility, etc.)

Financial Balancing, Reporting and cash handling:

• Perform daily financial balancing for all box office and rental contract sales.
• Maintain accurate records of all financial transactions.

Online Box Office Customer Services Support:

• Maintain the box office email account and correspond with patrons who have concerns and/or questions daily, responding in a timely and respectful manner.
• Respond, troubleshoot, and resolve issues patrons are experiencing when using OCPA's self-serve online tickets sales function on the OCPA's website.

Box office Logistics and Coordination:

• Ensure seat holds and complimentary tickets are held for all performances including technical, artist, sponsor, and access holds and communicate seating/ticketing issues.to the relevant department
• Communicate accessibility needs for clients, including alternate entrances and seat removal for mobility devices.

Box Office Administration and Marketing Functions:

• Use ticketing software pop up functions to create custom and show specific information notes to assist patrons with special information regarding shows they are purchasing tickets for and set up single events to sell at the specified date and time.
• Assist the Coordinator Box Office Administration to set up rental client subscription events in the ticketing software as required.

Office Administration:

• Review and proof all customer facing materials being displayed in the box office vestibule, lobby, and online.
• Collect and record Key Performance Indicators such as attendance, ticket sales, Socan, Resound.
• Update daily financial journal and back-up OCPA ticketing software Scheduler to ensure uninterrupted scheduling operations.

Contract Administration:

• Generate contract and prepare settlements for Coordinators review and execution. Review for accuracy Distribute to clients and ensure payments are received and process Accurate record retention and share contract details to impacted teams

• Provide ticket sales information to rental clients

• Administer rental contract and develop strong working relationships with the OCPA's rental clients to handle conflicts, inquiries, requests, booking changes etc. by phone and email.

• Create, and maintain rental client and Big Ticket Artists folders for each artist on a per season basis.

• Support Coordinator to onboard PT staff and train in box office software and procedure.

• Provide Continued support and mentorship, offering insights and best practices for the part time staff. Answering questions or addressing any concerns they may have during shifts

• Must be willing to work shifts (including days, evenings and at least 2 weekends a month) on a rotational basis September through to July, depending on operational need;

• Other duties as assigned.

Qualifications:

• Secondary school graduation plus a minimum of one-year related box office experience.
• Background in Administration, Accounting or a related field and knowledge of Box office/Live Performance is preferred.
• Prior experience compiling daily cash reports and preparing bank deposits is required.
• An equivalent combination of education and experience may be considered.
• Experience working or volunteering in live performance and culture is preferred.
• Knowledge of Box Office ticket selling software, Microsoft Office Suite, Moneris, or other payment solution product, CIS, Open Text, Vision Suite and Ultra VNC Viewer, keyboard skills, basic accounting, customer service experience is required
• Knowledge of the theatre and how it operates are an asset and benefit while performing the job.
• Exceptional organizational skills and the ability to work and multi-task in a fast-paced environment.
• Exceptional front-line customer service skills that demonstrate the ability to communicate effectively and professionally with the public and staff.
• Testing in core skills will be a part of the interview process.

Please note that this position requires a satisfactory criminal record check dated within the last 30 days as a condition of employment.

DATED: August 24, 2026

The Town's recruitment software includes elements of artificial intelligence to assist in the screening and short-listing of qualified candidates.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 70%

We thank all applicants and advise that only those selected for an interview will be contacted.