Finance And Office Manager

2 weeks ago

ManawatuWanganui, New Zealand Whangarei Art Trust Full time

The Whangarei Art Trust (WAT) looks after two art and museum spaces in Whangarei, the Whangarei Art Museum (WAM) and the Hundertwasser Art Centre (HAC).
We are looking for an experienced professional with sound financial and office management skills to join our team.
The Finance and Office Manager plays a critical role in ensuring the financial health and operational efficiency of WAT.
Reporting directly to the Directors of the Whangarei Art Museum (WAM) and the Hundertwasser Art Centre (HAC), this position is responsible for financial management, compliance, and administrative functions across the organization.
The role includes overseeing financial reporting, payroll, human resources (HR) support, and office administration to maintain a well-organized and financially sound workplace.SPECIFIC DUTIES & RESPONSIBILITIESDevelop and monitor operating expenses, budgets, and financial forecasts in collaboration with WAM and HAC Directors.Manage cash flow, approve and reconcile payments, prepare invoices, and follow up on outstanding payments.Oversee accounts payable, including requisitions, purchase orders, banking, staff reimbursements, and credit card reconciliations.Establish and maintain relationships with suppliers and contractors, ensuring timely and accurate financial transactions.Ensure all financial activities comply with legal and regulatory requirements.Prepare and present financial reports, including:Profit & Loss StatementsBudget vs Actual ReportsBalance SheetsCash Flow Key Performance Indicators (KPIs)Track expenses and support accurate financial forecasting.Prepare and file GST returns.Provide accountants with necessary documentation for year-end accounts.Manage all aspects of accounts payable, accounts receivable, and credit card administration.Ensure secure handling of cash and manage company banking.Adhere to and enforce WAT's financial policies and procedures.Operational Administration and Reporting Across all Related ActivityDevelop, implement, and maintain efficient office administrative systems and procedures.Assist in preparing annual planning materials, grant and funding reports, Official Information Act (OIA) responses, and Statements of Intent (SOI).Ensure accurate and timely reporting in collaboration with WAM and HAC Directors.Leases and InsuranceOversee WAT's lease agreements in both landlord and tenant capacities.Arrange and manage insurance policies for all WAT operations.Maintain and administer the fixed asset and depreciation schedule.General Administration & HR SupportAssist Directors with confidential HR-related documentation and company policies.Prepare and submit grant applications in collaboration with relevant staff.Arrange travel in accordance with company policies and procedures.Staff SupportProcess payroll, compile staff timesheets fortnightly, and track employee leave entitlements.Facilitate onboarding, induction, and initial support for new employees.Coordinate and process leave applications for all staff.Office & Facility ManagementEnsure the office is well-maintained, adequately stocked, and runs efficiently.Manage cleaning contracts and general office maintenance.Source and procure office equipment and supplies as required by WAM and HAC Directors.OtherUphold the principles of Te Tiriti o Waitangi (The Treaty of Waitangi) in all aspects of work.Foster a workplace culture that values multicultural and multilingual perspectives.GENERAL DUTIES & RESPONSIBILITIESBe punctual and work the hours and times specified.Prioritise workload to ensure work of the greatest importance to the business is undertaken with urgency and to a high standard.Support and help develop a positive workplace culture.Responsibly manage all business resources within accountability levels.Undertake all duties and responsibilities outlined in this Job Description and all other duties as required by the business.Comply with all employment obligations.Promptly undertake to complete all reasonable and lawful instructions and directions given.Serve the business in good faith, promoting and protecting the business' best interests.During work time, and such other times as may be reasonably required, dedicate all effort to the execution and fulfilment of the duties, responsibilities, obligations and instructions related to employment.Demonstrate through own actions a commitment to Health and Safety at work when undertaking work or observing others in the workplace.SKILLS, EXPERIENCE & EDUCATIONHighly organised in a fast growing and dynamic business environment, with ability to work unsupervised on key tasks.Demonstrates commercial understanding with sound business experience in a small to medium organisation.Sound business financial management skills, and with Xero or similar database experience.Proven interpersonal and excellent communication skills with an ability to work well within a team environment.Proactive, enthusiastic, self-motivated and ability to take a flexible approach and adapt to change quickly.Curiosity and a drive to solve problems, innovate and challenge what's considered possible.Have tenacity, a can-do attitude and the ability to think quickly with good judgement.Above average knowledge of a range of workplace IT based skills.Demonstrated ability to manage confidential and sensitive information and present a professional and positive image.Capable of working under pressure and to strict deadlines, whilst completing tasks efficiently, effectively and to the highest standard.HOW TO APPLY:We invite applicants to submit both a cover letter and CV and to apply via Seek.Please note that due to the potentially high number of applications we will only notify successful candidates.We will make a first selection of applicants on 4 March 2025.
Job applications close 5pm 11 March 2025.
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