House Manager + Private Event Coordinator

Essential Functions + Responsibilities

House Management + Guest Experience

• Serve as House Manager for assigned performances, gallery receptions, private rentals, and special events.
• Collaborate with the Director of Operations and appropriate 3S staff to review event schedules, call times, staffing, production needs, and special requirements.
• Conduct pre-event walkthroughs and ensure guest-facing spaces are properly prepared, clean, safe, accessible, and welcoming.
• Coordinate audience arrival, entry, seating, guest services, and other front-of-house operations.
• Lead assigned front-of-house staff and volunteers, including providing pre-event briefings and assigning responsibilities.
• Monitor the guest experience and respond professionally and calmly to questions, concerns, accessibility needs, and unexpected situations.
• Ensure venue policies, capacity requirements, safety procedures, and accessibility standards are followed.
• Respond appropriately to emergencies and incidents and complete required documentation.
• Oversee event closing procedures and ensure spaces are returned to the required condition.
• Communicate operational issues, guest feedback, and opportunities for improvement to the Director of Operations and appropriate staff.

Private Event Coordination

• Coordinate assigned private events and rentals from confirmed booking through event completion, in collaboration with the Director of Operations and other 3S departments.
• Serve as the primary planning and day-of contact for assigned private-event clients.
• Communicate with clients to confirm event details, schedules, guest counts, layouts, special requests, vendor information, and venue requirements.
• Develop and maintain event timelines, floor plans, setup plans, vendor information, and event notes.
• Coordinate event logistics with Operations, Production, Bar and Hospitality, Facilities, Box Office, and other appropriate 3S staff.
• Coordinate the arrival and setup of approved outside vendors, including caterers, rental companies, entertainment, AV providers, decorators, and other event partners.
• Conduct client and vendor walkthroughs as appropriate.
• Monitor event timelines to ensure setup, vendor arrivals, transitions, and breakdown remain on schedule.
• Troubleshoot event issues and escalate significant concerns when appropriate.
• Complete post-event notes and communicate necessary follow-up.
• Help strengthen the private-event and rental program by providing an exceptional client experience, encouraging repeat business and referrals, and sharing client feedback and potential opportunities with the Director of Operations and Development team.
  
  

  Artist, Client, and Event Support

• Coordinate artist and performer arrival and provide appropriate venue information and support.
• Review and fulfill approved artist hospitality riders and prepare green room and hospitality areas as needed.
• Coordinate merchandise sales with visiting performers and artists when assigned.
• Assist with event setup, breakdown, and general venue operations as needed.
• Maintain professional, collaborative relationships with clients, artists, vendors, staff, volunteers, and community partners.

Event Administration and Team Coordination

• Maintain accurate event records, schedules, floor plans, vendor information, client communications, and post-event notes.
• Complete assigned event documentation, expense tracking, client billing support, and artist and box-office reconciliation in coordination with the Director of Operations and appropriate staff.
• Ensure approved additional services and event charges are properly documented.
• Support clear communication among departments before, during, and following events.
• Reinforce 3S standards for hospitality, safety, accessibility, and guest experience.
• Participate in staff meetings and other organizational planning as appropriate.
• Perform other operational duties and special projects as assigned by the Director of Operations.

This position does not independently negotiate contracts, pricing, discounts, refunds, artist guarantees, or other financial commitments unless specifically authorized by the Director of Operations.

Qualifications

Required

• Previous experience in event coordination, venue management, hospitality, front-of-house operations, performing arts, or a related field.
• Excellent customer-service, communication, and interpersonal skills.
• Demonstrated ability to lead staff or volunteers in a live-event environment.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities while remaining calm and solutions-oriented under pressure.
• Strong written and verbal communication skills and ability to work independently while collaborating effectively as part of a team.
• Proficiency with Google Workspace, including Docs, Sheets, Calendar, and Drive.
• Ability and willingness to work evenings and weekends according to the 3S event calendar.
• Ability to participate in the physical setup and breakdown of events.
• An appreciation for contemporary art and the role arts organizations play in building vibrant communities.

Preferred

• Experience in a performing arts venue, music venue, theater, gallery, museum, hospitality environment, or nonprofit arts organization.
• Experience coordinating private, corporate, nonprofit, or community events.
• Experience developing event timelines and floor plans and coordinating outside vendors.
• Experience with ticketing or point-of-sale platforms such as Prism, Eventbrite, Square, Shopify, or similar systems.
• Experience with artist hospitality and performing-artist settlements.
• CPR and First Aid, TIPS or responsible beverage service, and/or crowd-management training.

Organizational Overview

Curiosity.  Creativity.  Community.

3S Artspace is guided by our vision that by creating a space for the intersection of art and contemporary issues, we can inspire each other to stay curious, foster empathy, and fuel creativity.

3S Artspace opened its doors to the public for full-time operations in 2015 and has evolved from a creative start-up to an essential contributor to the Seacoast’s arts and entertainment scene. Operating a multi-disciplinary art space during the pandemic challenged our young organization to think creatively.  We never lose sight of our central commitment to contemporary visual and performing artists, to our audiences, and to our community. Now, on the cusp of our 10th anniversary, we are more certain than ever of the critical role that the arts play in all of our lives.

We look forward to meeting the goal-oriented, flexible, and creative individual(s) that will help us bring new audiences in the door to experience 3S Artspace.

For more information about our mission and programs, please visit 3sarts.org.