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Job Description

Finance and Administration Coordinator

Rate TBD
Location Vancouver, BC Canada (On-site)
Type of project Administration Bookkeeping, Finance, Quickbooks, Simply Accounting
Duration part time up to 20 hr/week ongoing
Education required Some college/University
Years of experience 2 - 5 years
Type of employment N/A
Area of Specialization Business
Languages required N/A
Workhoppers Vancouver BC
Job Description


Location: Granville Island, Vancouver


Reporting to the Executive Director, our theater company is seeking a Finance and Admin Coordinator to join the team of year-end staff. We are looking for someone who will play an integral role in supporting our operations, who has a deep familiarity with the financial requirements for a registered charity and is versant in Quickbooks, and who can ably and proactively manage many of the administrative tasks involved in running a small organization. The ideal candidate is a proactive problem solver, has excellent organizational skills, keen attention to detail, and is excited to take on a range of tasks that supports excellence in operations.


Financial responsibilities include (50%):

· Enter transactions in QuickBooks with a higher volume of transactions around the Festival

· Prepare all aspects of the accounting records including bank deposits and reconciliations, visa reconciliations, donation processing, processing invoices, expense claims, bill payments, grant payments, ticket sales, etc.

· Process timely payouts to artists and producers

· Process payroll, calculate and submit all associated remittances ­

· Maintain organized and comprehensive financial records that comply with Canadian accounting standards, Canada Revenue Agency Regulations and other relevant best practices/legal requirements

· Prepare financial reports including but not limited to financial statements, monthly budget vs actuals reports, cash flow statements and quarterly reports to the board

· Prepare all necessary documentation for the annual audit and lead the audit process with the external audit firm

· Assist the Executive Director in the preparation of the annual budget

· Complete the annual charity return, GST return, and T4s

· Assist with financial information and reporting for funders

· During the Festival, extended hours are required with expanded responsibilities for cash management

Administrative responsibilities include (50%):

· Support Information Technology (IT) tasks, including facilitating approved purchases, maintaining inventory, managing login-access to email and Sharepoint, creating filing structure for Sharepoint and ensuring ongoing maintenance, and troubleshooting

· Support Human Resource tasks, including registering staff for benefits, tracking vacation entitlements and utilization, creating and maintaining confidential filing systems, and participating in Health and Safety committees

· Support and maintain other administrative needs, including acting as liaison with landlord for keys and security concerns, arranging parking permits as requested, creating and maintaining office filing system, and generally keeping the office bright and organized

· Participate as a member of the Management Team

· Other duties as required / assigned


- Post-secondary Accounting Diploma (or equivalent) is a strong asset
- At least 3 years’ experience doing bookkeeping, preferably in a registered Canadian Charity setting ­
- Tech savvy - comfortable with QuickBooks, Microsoft Office, and on-line banking. Knowledge of donation and/or ticketing software is an asset
- Excellent attention to details and organizational skills with the ability to work to strong deadlines
- Reliable and flexible, with excellent written and oral communications skills and a great sense of humour
- High level of initiative and the ability to juggle competing priorities
- Self-starter with great time management skills
- Comfortable working in a collaborative and creative but sometimes chaotic festival environment
- Interest and experience in working in the arts sector and not-for-profit is highly valued

COMPENSATION: to be negotiated dependent on experience; generally, 20 hrs a week, extended hours are required leading up to and during the Festival. Competitive benefits package, paid vacation and flexible hours offered

Specific schedule:
  Mon Tue Wed Thu Fri Sat Sun

-June 17, 2021


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