Help us find a New Media Office Manager!
Reporting directly to the Executive Director of New Media Manitoba, the Office Manager is responsible for the day-to-day financial and administrative tasks of the organization, establishing and maintaining office policies, as well as the safe and efficient running of the (virtual) office and program activities. The Office Manager provides financial and administrative support to the Executive Director and internal New Media Manitoba team-members as required.
Interested parties can send a pdf of their background and experience to info@newmediamanitoba.com using the Subject line “Office Manager.”
Job type: fulltime renewable annual contract
Salary: starting at $40,000
Note: this is a freelance/contract position and does not include benefits
Financial and Administrative Responsibilities
- Administer and record all incoming invoices and outgoing payments. Deal with vendor inquiries and payment requests. Recommend payments based on cash flow and payment requirements. Administer payroll and ensure prompt and accurate reporting to all government agencies for all withholding and government taxes, source deductions and other items.
- Prepare bank deposits and physically make the deposits. Prepare credit card and petty cash reconciliations. Maintain the financial reporting system and complete monthly reports and other reports as required by the Executive Director.
- Liaise with the New Media Manitoba Accountant in the preparation of monthly bank reconciliations, budgets, cash flow documents and financial reports for the Board of Directors and funders.
- Schedule meetings, order food, prepare documents and take notes during specified meetings. These services may be required from time to time for other committees.
- Answer and forward telephone calls and email to correct team-members.
- Assist the Accountant in preparing for the annual Financial Audit.
- Establish and maintain office policies and workflow tools.
- Assist the Executive Director in the maintenance of all human resource files.
- Assist New Media Manitoba in writing reports and completing required paperwork for training programs, business development initiatives, market access activities, registration for events and membership applications.
Office Management Responsibilities
- Ensure the office runs smoothly and efficiently within budgetary constraints. This includes:
- The safe and adequate operation of all office equipment including liaison with service providers.
- Accounting for and ordering all office supplies in a timely manner; and,
- Making recommendations regarding, repair, replacement, maintenance and potential cost-savings regarding equipment and office supplies.
- Oversee and make recommendations regarding office systems, procedures and general office operation. This includes:
- Overseeing and managing the day-to-day operations of their own computer system including the regular back up of data;
- Overseeing the electronic and hard copy filing systems for all team-members to ensure consistency and ease of use;
- Maintaining an up-to-date operations and procedure manual that is readily available to the appropriate team-members.
- Facilitate communication within the office regarding events, activities, meetings, etc, by making planning documents and timelines readily available to all team-members in a central location. This includes maintaining an up-to-date general calendar of (local, national and international) industry events in collaboration with the Training Director and Lab Certification Coordinator. This calendar also includes holidays, travel, regular meetings and other key events identified by team-members.
- Supervise administrative volunteers.
Job Criteria:
- Minimum 3 years experience in a similar position.
- Proven organizational, administrative and bookkeeping skills.
- Excellent interpersonal skills and a desire to communicate effectively within a team environment.
- Ability to respond quickly and efficiently to changing priorities in a deadline-driven context.
- Post-secondary education and/or training in administration and bookkeeping.
- Ability to establish and work with online or cloud-based office management tools.
- Familiarity with Quickbooks preferred.
- An interest in the new media industry is an asset.
Apply
Interested parties can send a pdf of their background and experience to info@newmediamanitoba.com using the Subject line “Office Manager.”
Closing date for applications is Wednesday, May 16, 2012, by 6 PM.
We thank all that apply but only those candidates selected for an interview will be contacted.
