Office Administrator and Bookkeeper

ORGANIZATION:
Terminal City Glass Co-op

DEADLINE:
Until Filled

ORGANIZATION DESCRIPTION:
We are an active, non-profit, co-operative glassblowing and glass arts studio in Vancouver, BC. Our Co-op members rent time in our studio to make their own work and participate in a lively and collaborative community. We run an educational program for members and the public including classes in glassblowing, beadmaking, fusing, and more. We are looking for an organized, friendly, responsible person who can work with our small and collaborative team to get the job done. We act in the best interest of our organization with the collective goal of furthering our mission and vision. We are led by an active Board of Directors and guided by our strategic goals.

We are located in the heart of Vancouver's Eastside Arts District.

WEBSITE:
http://www.terminalcityglass.com

JOB DESCRIPTION:
The ideal candidate for this position will:

• Provide a client-centered approach, with a positive, problem-solving attitude

• Have excellent organizational skills and ensure schedules are managed

• Have good time management skills, and the ability to prioritize tasks

• Communicate clearly both verbally and in writing

• Get along well with others and enjoy working in a team

• Have good knowledge of software like Google Workspace, QBO, Squarespace, Acuity, and other cloud-based business software

RESPONSIBILITIES:

Customer Service and Member Support

• Work with clients and members in a friendly and professional manner

• Answer emails, phone calls, and in-person customers on a daily basis

• Coordinate private lessons with teachers and clients

• Coordinate students picking up their glasswork

Administration

• Manage the calendar and keep on top of upcoming classes, events, and deadlines

• Manage class enrolment, student reminders, and class lists for teachers

• Update website and social media accounts

• Manage office supplies and equipment

• Communicate studio events and activities with members (newsletter, etc.)

• Work closely with and take direction from the General Manager & Studio Manager to keep the office and facilities running smoothly

Bookkeeping

• Track income/expenses and record accordingly; conduct reconciliation of accounts

• Prepare reports for board meetings

• Work collaboratively with staff members and board to uphold best financial practices

• Support with preparing the annual budget

• Create workflows to ensure the co-op remains financially responsible and responsive to members

• Work with members to learn systems, rectify errors, process payments/refunds, and troubleshoot financial matters

• Prepare and track contractor and vendor payments and manage follow-up/corrections or communications as needed

• Work with the finance oversight team and staff to ensure accuracy

QUALIFICATIONS:

• Minimum 2 years of experience in bookkeeping and office administration

• Minimum 2 years of customer service experience

• Strong knowledge of accounting principles, financial record-keeping, and bookkeeping best practices

• Proficiency in QBO or similar software

• Proficiency in Google Workspace, Squarespace, Acuity, newsletter composition, Instagram, etc., or the ability to learn new software with ease

• Attention to detail and accuracy in financial record-keeping and administrative tasks

• Strong written and verbal communication skills, with the ability to effectively communicate with various stakeholders

• Ability to maintain confidentiality and handle sensitive information with discretion

HOW TO APPLY:
Send your resume with a cover letter (PDF preferred) to hr@terminalcityglass.com. Qualified applicants will be contacted for a preliminary interview. For support in applying or specific questions, please contact hr@terminalcityglass.com.

REMUNERATION:
$24–26/hour, to be negotiated based on experience