Office Coordinator

3 weeks ago

Port Moody, Canada PoMoArts Full time

**Position Overview**

We are seeking an experienced team leader and administrative coordinator who is detailed oriented and has a passion for the arts. Our Office Coordinator leads our Customer Service team, organizes administrative systems and procedures, is a registration system Super User, and supports centre administration and programs. You will work closely with all staff keeping people informed, organized, and ensure excellent client experience.

Under the direction of the Executive Director, the Office Coordinator is responsible to supervise the Customer Service team and all associated duties, support Centre Administration, act as the registration system Super User, facilitate rentals and birthday party bookings, coordinate the music registration, and support the office administration of the Arts Centre. Responsibilities include, but are not limited to:
**Responsibilities & Duties**
- Customer Service Team Lead_
- Oversee Customer Service team: scheduling, hiring, and performance
- Delegate tasks and monitor the day to day activities of the Customer Service team
- Update Customer Service procedures, as needed, in collaboration with the Executive Director and other staff as appropriate.
- Office Administration_
- Respond to daily communications and monitor the equipment inventory sign-in/out
- On a weekly basis, check instructor time cards, cash/POS balances, and class attendance sheets
- On a bi-weekly basis provide Customer Service timesheets to the Executive Director
- On a monthly basis pull an accounts receivable report and follow-up with clients as needed, review account credit balances, review duplicate client information, order office supplies, and monitor the lost and found
- On an ongoing basis facilitate Work Orders for facility maintenance, manage and organize filing systems, manage external vendor accounts, and maintain a tidy, organized and secure reception area
- Assist with events in and outside of the Arts Centre (registration, ticketing, sales, etc.)
- Centre Administration_
- Update and distribute internal contact lists and manage facility access for all staff
- Act as the health and safety representative for the Arts Centre and provide updates to the Executive Director
- Provide administrative support for the Executive Director
- Facilitate rental bookings (birthday parties) and coordinate our music lesson registration process
- XplorRec Super User_
- Gain a full understanding of our XplorRec registration system
- Support staff training, trouble shooting, and problem solving for creating needed functionalities for the Arts Centre’s needs, communicate with XplorRec account manager and Help line as needed
- Provide support for system overrides and exceptions for Customer Service

**Qualifications & Experience**
- A minimum of three years of experience (or equivalent) in office administration and staff supervision
- Excellent time management skills, a high aptitude for prioritizing multiple tasks to successful completion, and systems thinking for assessing procedures and office organization systems
- Excellent communication and interpersonal skills, maintaining friendly professionalism in all interactions and relationships with clients, staff, colleagues, and leadership
- High aptitude and ability with computer programs, specifically MS Office Suite (Word, Excel, PowerPoint, etc.) and QuickBooks, and online registration systems (training will be provided for the XplorRec system).
- Ability to troubleshoot registration system issues, seek technical support, and provide clear procedures to resolve these issues.
- A love of spreadsheets, organizing information, and building clear communication systems.
- Experience with daily cash/POS tallying and reconciliation, as well as regular checks for account credits and membership renewals
- Experience with managing staff schedules, facilitating timesheets, and ensuring smooth delivery of Customer Service
- Ability to perform job tasks independently and successfully, as well as work as part of a team
- Proven ability to meet deadlines and be pro-active in ensuring successful delivery on tasks and duties
- Ability to work flexible hours including evenings and weekends.
- Excellent command of English, a second language would be an asset
- Value alignment to the mission and vision of PoMoArts
- Current BC Driver’s License (preferred, but not required)
- Certified in First Aid (OFA Level 1 Equivalent)

**Job Types**: Full-time, Permanent

**Salary**: $43,000.00-$46,000.00 per year

**Benefits**:

- Flexible schedule

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Weekend availability

**Experience**:

- office administration (preferred)

Work Location: In person

Application deadline: 2023-07-12

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