Dance Company Coordinator

Summary

The Dance Company Coordinator plays an essential role in the smooth and professional operation of our competitive dance program (“Dance Company”). This position supports the Dance Company Manager and company staff by managing logistics, communication, and event coordination throughout the season.

The ideal candidate is highly organized, proactive, and thrives in a creative, fast-paced environment. They bring both administrative excellence and a genuine appreciation for the performing arts, aligning with ROOTS Academy’s mission to nurture creativity, community, and character through the arts.

Key Responsibilities

Communication & Coordination

• Serve as the primary administrative point of contact for company families and dancers.

• Respond promptly and professionally to emails and inquiries.

• Maintain and manage the company calendar, including rehearsal schedules, competition timelines, and payment deadlines.

• Distribute clear, timely updates and reminders to families, dancers, and staff.

Event & Competition Management

• Coordinate logistics for all company events and competition weekends, including booking travel, accommodations, meals, and transportation.

• Handle competition registrations, entry submissions, and check-ins; ensure all payments and paperwork are submitted accurately and on time.

• Attend approximately 6–7 group competition/convention weekends per year to provide on-site support.

• Manage packing, restocking, and organization of costumes, supplies, and emergency kits.

• Record and display awards and recognitions earned during competitions.

Events, Auditions & Parent Communication

• Lead logistical coordination for company events, showcases, and fundraisers.

• Maintain communication with the parent committee and external vendors to ensure smooth planning and execution.

• Support the audition and enrollment process, including check-in, registration, and communication of results and placements.

• Assist with creating and maintaining audition materials and participant databases.

Costumes & Props Management

• Oversee the inventory, organization, and care of costumes, props, and accessories.

• Assist with dancer measurements, costume ordering, alterations, and exchanges.

• Track costume-related expenses and communicate deadlines to families.

• Manage prop organization and transportation as needed.

Qualifications

• Experience in competitive dance, studio administration, or event coordination is strongly preferred.

• Personal or professional experience in the arts (music, dance, or performance) — or a clear passion for working in a creative arts environment — is required.

• Excellent communication and organizational skills, with the ability to manage multiple priorities simultaneously.

• Comfortable working independently and collaboratively in a team setting.

• Tech-savvy with proficiency in Hubspot, ClickUp, Google Workspace (Docs, Sheets, Drive) and communication tools such as Slack or GroupMe.

• Ability to work flexible hours, including evenings and occasional weekends.

• High level of professionalism, discretion, and accountability.