Accounting & Administrative Coordinator
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We are seeking an enthusiastic and experienced team player to fill the full-time position of Accounting & Administrative Coordinator.
The Accounting & Administrative Coordinator is a support role within the Corporate Services department. This position is responsible for a variety of duties ranging from Finance support with Accounts Receivable, to assisting the Leadership team, and general office administrative duties. Reporting to the Chief Financial Officer (CFO), the Accounting & Administrative Coordinator provides support to both staff and management teams.
About Arts Commons
Arts Commons is a key contributor to the social, economic, cultural and intellectual life and well-being of the citizens of Calgary and are one of Canada’s largest and most vibrant arts centres. Located in the heart of Calgary’s Cultural District in the downtown core, the centre occupies a full city block and is home to five theatres and the world-class Jack Singer Concert Hall.
Each year, the centre hosts over 1,800 performances and events, including live theatre, concerts, dance productions, readings, public forums, art exhibits, and much more. The resident companies of Arts Commons including Alberta Theatre Projects, Arts Commons Presents, the Calgary Philharmonic Orchestra, Downstage, One Yellow Rabbit, and Theatre Calgary create, perform, and present a wide range of award-winning and highly acclaimed theatre and concerts each season. Arts Commons also houses rehearsal spaces, a costume and set construction shop, administrative offices, meeting rooms, a café, and the centralized Arts Commons Box Office.
Key Accountabilities
AR Duties:
- Responsible for some accounts receivable functions including timely preparation of requested invoices and credit notes to user groups, and clients. This includes accumulation of information from all departments and an awareness of recurring invoices.
- Monthly general ledger account reconciliations.
- Monitor all overdue accounts and institute collection procedures where applicable.
- Record merchant deposits daily.
- Assist in preparing and recording all box office settlements for Consortium members, AC Presents, box office, and promoter and rental client events on a timely basis.
- Prepare donations settlements and reconciliations for Tessitura consortium users.
- Preparation of non-show related receivable invoices e.g. re-billing of postage, telephone, utility recoveries, etc.
- Reconcile deferred rentals and add information into Arts Vision.
- Preparing cash/cheque deposits and recording in Great Plains.
- Preparing documents required for cash withdrawals (USD/CAD).
Monthly Food & Beverage Duties:
- Attend food and beverage inventory counts and update inventory accounts to ensure accuracy as required.
- Run POS reports daily and process entries to account for revenues and cost of sales.
Administrative Support:
- Provide administrative support to members of the Leadership team, as needed.
- Provide accurate word-processing support by composing and/or editing a variety of documents. This includes many highly confidential correspondence, memoranda, contracts and proposals.
- Develop and maintain well-organized filing system that permits easy reference and rapid retrieval of information.
- Special organizational projects as directed.
Reception & General Office Administration Back Up:
(as needed based on the schedule of FT Receptionist)
- Monitor incoming calls and direct to the correct or appropriate recipients.
- Greet and help patrons/visitors/customers with friendly, personable service, and assistance.
- Customer reception in place at 8:30am. Includes updating brochures and reading material in the reception area.
- Maintain adequate inventory of and make available for usage or consumption: stationery, office beverages and postage accounts.
- Monitors stationery budget, forecasts and reports on variance.
- Coordinate special stationery needs and requirements.
- Update and distribute phone number lists monthly.
- Administrative support to all the departments in the organization.
- Maintain File Directory and file contracts and agreements.
- Handle all outgoing and incoming mail.
- Monitor the copiers and printers (ordering supplies as needed).
- Responsible for receiving all cheques, recording them in the cheque register and ensuring sign off upon delivery or pick-up to approved person.
Requirements
Applicants should have a relevant diploma/undergraduate degree or equivalent combination of education and work experience. Other desired skills and qualifications include:
- Demonstrated ability to accurately calculate, post, correct and manage accounting figures and financial records.
- Basic knowledge of accounting systems and internal controls.
- Effective attention to detail and a high degree of accuracy with strong organizational skills.
- Strong diplomatic, negotiation, and conflict resolution skills in order to handle late payments and delinquent accounts.
- Superior telephone manners and strong interpersonal skills with excellent customer service.
- Strong written and verbal skills to communicate with all levels of the organization and its executive team.
- Strong work ethic and positive team attitude.
- Must possess a high level of moral judgement for handling confidential information and monetary transactions.
- Ability to prioritize tasks, work with constant interruptions, multi-task and adapt quickly to an ever-changing environment while maximizing effective use of time.
- High level of proficiency with Microsoft Office productivity suite.
- A passion for the arts!
This position has a 40-hour work-week; occasional evening and weekend work may be required. A competitive compensation package, including extended health benefits, is offered.
To apply, please forward your resume in confidence to:
Human Resources
Arts Commons
205 8th Ave. SE
Calgary, Alberta T2G 0K9
Or email employment@artscommons.ca.
Please state the position you are applying for. No phone calls please.
We thank all interested applicants in advance, but will only be contacting those selected for an interview.
