Systems and Administration Coordinator

4 weeks ago


Vancouver, Canada Vancouver Mural Festival Full time

**Job Title**:Systems & Administration Coordinator

**Department**:Operations

**Term**:Employee, full-time, permanent 37.5 hours per week

**Start Date**: June 2024

**Reports to**: Operations Manager

**Compensation**: $50,000 - $60,000

**POSITION**

The Systems and Administration Coordinator is responsible for developing and maintaining the systems and tools that support the operations of the VMF team. They also perform administrative tasks to support operational activities.

**RESPONSIBILITIES**
- Support the VMF team with artist communications regarding contracts, artist invoicing instructions, and relaying general administration information.
- Administer, create, alter, and send contracts to artist, contractors, clients, partners, and employees as needed by each department under the guidance of the Operations Manager on PandaDoc. Ensure contracts are complete and filed.
- Analyze processes to identify inefficiencies and areas where improvements could be made
- Create and maintain operational structure with the City of Vancouver, to coordinate obtaining city permits for murals, including booking meetings with City of Vancouver staff to communicate what forms, information and documentation is required every year and collaborating with them to find the most efficient way of delivery.
- Support in office management including:

- Office Key Log & management
- Monitoring supply levels to ensure functionality of the office (i.e. printer ink, dish soap, hand soap, paper towel, garbage bags, etc.)
- Monitoring the overall cleanliness of the office and advising/informing the Operations Manager when maintenance issues arise
- Participation and note taking in regular team meetings.
- Authentically represent VMF’s vision, mission, and values with artists, clients and stakeholders
- Travel as required (within Metro Vancouver only)
- Other duties may be assigned as required

**QUALIFICATIONS**
- 3 years of experience managing operations and/or systems
- Excellent project and time management skills.
- Exceptional interpersonal, written, and verbal communication skills.
- Creative and thorough thinker, keen to solve problems.
- Attention to detail and organization.
- Understanding/familiarity of non-profit organizations operational needs

**HOW TO APPLY**

Only applicants selected for an interview will be contacted.

At VMF, we welcome passionate and curious applicants to explore opportunities with us. If you don’t tick all the boxes, don’t let this stop you from applying. If you need accommodations, please let us know.

Pay: $50,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Employee assistance program
- Extended health care
- Flexible schedule
- On-site parking
- Work from home

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Sytems Software: 3 years (preferred)
- Administrative experience: 3 years (preferred)

Work Location: Hybrid remote in Vancouver, BC V5Y 3E6

Application deadline: 2024-05-26
Expected start date: 2024-06-10


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