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Overview

Administration Coordinator Jobs in Vancouver, BC at Vancouver Maritime Museum

Title: Administration Coordinator

Company: Vancouver Maritime Museum

Location: Vancouver, BC

Administration Coordinator
Vancouver Maritime MuseumAbout us:
The Vancouver Maritime Museum is dedicated to inspiring people with the stories of the Pacific and Arctic waters and the ways in which they shape human lives. Through our programs and exhibits, we cultivate views of maritime history informed by diverse perspectives, partners and voices.
We are one of the major maritime museums on the west coast of North America and one of Vancouver’s flagship cultural institutions.
We seek to:

Create powerful experiences that are accessible and inclusive
Address racism, and colonialism in our work
Make learning fun by approaching all we do with a sense of play, interactivity, curiosity and joy
Work collaboratively in all we do
Ensure respectful treatment of belongings and stories
Advance research through public access to archives and collections

This is an exciting opportunity for someone with solid administration experience who wants to make an impact in a dynamic non‐profit environment.
You will be playing a key role in our renewal, be part of a great team of committed and passionate people and will be working in one of the most beautiful locations in Vancouver.
This is an opportunity to have a significant impact on Vancouver’s cultural landscape. As one of the City ofVancouver’s core cultural institutions, we play a leading role in the implementation of the City’s CultureShift plan https://vancouver.ca/parks‐recreation‐culture/culture‐shift.aspx
Reporting to the managing director, you will be responsible for supporting a small team to help operations run smoothly.
The administration coordinator is responsible for a wide variety of administrative functions within theVancouver Maritime Museum.
Working with an outside bookkeeping service, you coordinate the staff team to make timely inputs to accounts payable and receivable to ensure financial data is accurate and up to date.
Working with an outside IT support service you are the go‐to person to troubleshoot hardware and software issues. While not necessarily an IT expert, you are not afraid to work through simple problems on a day‐to‐day basis.
You are responsible for maintaining and improving customer databases and sales systems. You will update web systems with correct data. You care that information is correct and that systems work smoothly!
The administration coordinator is a member of a small team and works collaboratively with all departments. You are keen to promote organizational and administrative efficiencies to help the team to perform optimally.
Responsibilities: Finance

Processing purchases, accounts payable and cash disbursements
Processing accounts receivable and cash receipts; making deposits; processing revenue transactions; recording revenue transactions; processing cash receipts; issuing tax receipts and general receipts; processing invoices; issuing cheques;
Coordinating with bookkeeping contractor to complete coding and bank reconciliation
Coordination of annual audit and any other occasional audits such as Gaming or GST
Formatting of budgets for various operating and project grants
Preparation of tax receipts
Managing supplier accounts
Managing payment processing systems such as PayPal and Moneris.
Track incoming moorage payments, process credit card/cheque payment, contact customers when their credit card that is on file expires

Sales and rental

Management of museum store – maintaining inventory, researching new products, building relationships with vendors, attending gift expos, merchandising
Booking rental space ‐ Create rental package‐ rental agreement, contracts and invoices
Managing front desk systems hardware and software to ensure smooth functionality
Data input for web sales system
Generating sales reports for earned income especially admissions, memberships, donations and gift shop
Work with marketing coordinator to implement coupon codes and third‐party sales channels.

Administration

Administration for board and committee meetings including organization of meeting materials
Managing the preparation of VMM reporting (Corporate Charity return, GST, CADAC, to ensure compliance with reporting requirements
Manage daily sales and cash reconciling with the gift shop and visitor service, include making necessary bank deposits and change orders.
Assist in generating invoices and contracts for all departments.
Create and file moorage agreements and invoices
General administrative tasks including distributing and posting mail, management of the postage machine
Assist in the management of membership and donations, including maintaining and updating membership and donor databases, tracking donations in databases; generating and managing tax receipts; and generating renewal notices.
Coordinate internal SharePoint use and facilitate new electronic and physical filing systems.
Maintains payment processing systems and web‐based applications used to sell tickets.
Maintains backend databases to make using customer data easy for marketing and fundraising purposes.
Assists management with administrative tasks such as scheduling meetings and interviews and taking meeting minutes.

Required Knowledge, Abilities and Skills: Demonstrated knowledge of financial processes.
Demonstrated knowledge of non‐profit environment.Strong skill set in systems organizing.
Excellent written and verbal communication skills.
Database management skills.Highly proficient in Microsoft Office environment.
Desirable Training and Experience: Training/experience in accounting/bookkeeping is considered an asset.
Non‐profit management courses are considered an asset.
Position Details:
Full time, five days per week at Pay Grade 22 ($46,992 – $55,310) plus benefits (extended health and dental care, pension, employee savings plan) Union position with CUPE Local 15.
Deadline: July 8, 2022Interested and qualified applicants should submit a cover letter together with their resume to the Search Committee at the email address below. Please write “Administration Coordinator Search” in the subject heading. No telephone calls please.Nicola Clur – operations(at)vanmaritime.com
0517270011192 3
Job Type: Full-time
Salary: $46,992.00-$55,310.00 per year
Benefits:

Company pension
Dental care
Extended health care
Life insurance
On-site parking
Paid time off
Store discount
Vision care

Flexible language requirement:

French not required

Schedule:

Monday to Friday
Weekend availability

COVID-19 considerations:Visitors to the museum is encouraged to wear a mask. Employees are encouraged to wear a mask.
Application deadline: 2022-07-08

To apply for this job email your details to [email protected]

About Vancouver Maritime Museum