Office/operations Coordinator

3 days ago

Auckland City, New Zealand Circability Trust Full time

**Position**:Office/Operations Coordinator (Circability’s “Connector”)

**Reporting to**:Creative Director (and designated Board member)

**Terms**:16-24 hours, 2-3 days per week

**Job Context**:
**Responsibilities**:
**Daily Operational support (40-50%)**:

- Providing cohesion and glue to our team by being our central link or “Connector”
- Managing class, workshop and center bookings
- Quoting, invoicing, and expediting receivables: for circus classes, workshops, bookings, and other operational activities (in alignment with team and accountant)
- Coordinating payments (in alignment with our accountant)
- Keeping track of venue hire and communication with groups hiring Circability Central

**Funding/Grant support (20-25%)**:

- Coding new approved grants in Xero
- Reconciling expenses to each grant accordingly
- Tracking, coding, and assigning invoices and expenses and linking to funding/grants
- Supporting funding/grants-related audits

**Specific Tutor support (5-10%)**
- General help and support for this essential group
- Ensure timely submission of tutors’ invoices
- Check correctness with the respective coordinators and gatekeep for the accountant

**Finance & Accounting Support (15-20%)**:

- Generate quotes and invoices for Circability events, workshops, classes
- Secure billing, payment reconciliation, CC spending and checks, tutor invoice receipt and validation, etc.
- Support accountant in payroll execution and financial reporting
- Provide oversight and support to load bills to Xero as required
- Flag and alert to the accountant of any financial concerns
- Support preparation of GST, PAYE, and Reports as required
- Assist with the annual and other audits

**HR support (5-10%)**
- Filing, and generating documentation for (new) staff
- JDs, policy, HR documentation filing, and retrieving
- Support compliance to HR processes (appraisals, escalations, inclusion/diversity, etc).
- Coordinate and drive safety and health reviews and policies together with a team

Role Requirements
- Pro-active communication skills and great interpersonal abilities
- Ability to deal with an extraordinarily diverse group of people and stakeholders
- Experience as office/accounts administrator, executive assistant, or similar roles
- Well-developed organisational and leadership skills
- Familiarity with office management procedures and basic accounting principles
- Proficiency with office management software
- Relevant Qualifications will be helpful

Key Relationships
- Circability Team: Creative Director, Community Coordinator, Classes/Events Coordinator, Funding/Grant Coordinator, Social Media Coordinator, Tutors, Board Trustees, External Agencies, Circability contractors, volunteers, and interns.
- External agencies, Funders/Grant providers, Students, Audience members, participants, stakeholders, and suppliers.

**Specific requirements**:

- Computer proficiency in appropriate software and processes.
- Sound Planning skills.
- Communication and Planning

**Job Type**: Part-time
Part-time hours: 16-24 per week

**Salary**: $30,000.00 - $34,000.00 per year

**Benefits**:

- Work from home

Schedule:

- 10 hour shift
- 8 hour shift

Ability to commute/relocate:

- Auckland City 1010: Reliably commute or planning to relocate before starting work (preferred)

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