Office Coordinator

POSITION TITLE: Office Coordinator

HOURS: 5 days per week, 9am – 5pm (4 day week is negotiable)

REPORTS TO: General Manager, Director

WORKS WITH: Public Programs & Exhibitions Coordinator

COMMENCING: April/May 2024

SALARY: $55,330 – $59,280 pa + 11% superannuation

POSITION SUMMARY

The Office Coordinator is a key member of the ATW team, responsible for the efficient running of day-to-day office and administration tasks. Excellent organisational and communication skills are crucial to the role, which supports the smooth running of business activities.

ROLE CONTEXT

The Australian Tapestry Workshop is an established not-for-profit arts organisation with a global reputation for creating outstanding contemporary handwoven tapestries. We are one of only a few contemporary tapestry workshops in the world and our South Melbourne studio is a centre for creative exchange, collaboration and education. We run a dynamic program of artist residencies, exhibitions, creative workshops, prizes, performances and events for a diverse public. We provide an attractive and enjoyable workplace and encourage applicants to visit Thursday–Saturday to anonymously experience the workshop in action if possible. 

KEY RESPONSIBILITIES

Administrative support 

• Provide administrative support to the General Manager, CEO and small production and administration team.
• Manage filing systems to ensure archives, stock and administration files are accurate, up-to-date and appropriately stored.
• Maintain and update management processes to ensure systems are effective.
• Receive, process and distribute mail. Assist with campaign postal mailouts.
• Schedule monthly staff meetings, recording and circulating minutes.
• Collate business data for reporting.
• Assist General Manager with business analysis to identify opportunities and optimise processes.

Maintain supplies and equipment

• Ensure adequate supply levels for administration and retail requirements.
• Liaise with production team to order equipment and materials.
• Ensure office equipment is in good working order and organise maintenance and repairs.
• Manage relationships with external suppliers.

Finance support

• Raise purchase orders and credit card requests.
•  Bank retail takings and cheques.
•  Provide administrative support to the Bookkeeper.
• Assist with processing of donations and Friends of the ATW subscriptions.

Building and infrastructure support

• Liaise with the real estate agent and contractors to oversee building maintenance.
• Liaise with security contractors to advise of any changes in onsite hours or system maintenance/updates.
• Liaise with cleaning contractors to advise of cleaning requirements.
• Manage relationships with IT contractors to maintain systems and equipment.
• Liaise with CRM contractors to maintain the database and resolve issues.

Governance support

• Support administration team to return bi-monthly Board papers.
• Compile and distribute papers to Board members.
• Set up and pack down Board meetings, including technical equipment for remote attendees or presentations and catering.
• Record clear and concise meeting minutes.
• Support the CEO and Secretary to follow governance protocols, such as inducting new Board Directors, collecting attendance data.
• Support the CEO and build rapport with Board Directors.
• Invite Board Directors to ATW events through calendar invitations and communications.

Collaborate with P/T Front of House Officer to liaise with clients, donors and visitors

• Receive phone, email and postal correspondence.
• Receive and welcome guests and visitors. 

Volunteer coordination

• Coordinate volunteers, including tour guides.
• Arrange volunteer roster and time tabling.
• Arrange training and meet-ups as required.

SELECTION CRITERIA

•  Demonstrable experience working in office administration.
• Ability to work well in a team and a proactive approach; enthusiasm, initiative and flexibility.
• Excellent organisational skills, strong time management and self-discipline.
• Excellent written and spoken communication skills.
• Experience of customer service and working with people of all backgrounds.
• IT skills in Microsoft Office, Word, Outlook and OneDrive. Proficient use of Adobe suite (Photoshop, Illustrator, Indesign) and Civi-CRM advantageous.
• Current First Aid Certificate and/or Fire Warden Training preferred.

OTHER RELEVANT INFORMATION

• This position will be subject to a three-month probation period and performance review.
• The successful applicant may be required to undergo a Victorian Police Records’ check.
• The ATW is an Equal Opportunity Employer and operates a smoke-free work environment.
• Applicants identifying as First Peoples, CALD, and/or living with disability are encouraged to apply. The ATW is committed to creating a fair, equitable and inclusive environment. We value diversity in the artistic community and support the rights of all people regardless of age, gender, ability, or background. If you would like to speak to someone about the role, please email *******@austapestry.com.au to arrange a call or meeting.

Please address your experience and the selection criteria by sending your CV and a cover letter to Sophie Travers ********@austapestry.com.au. Deadline for application is COB 1 April 2024. Interviews will be held in the week of 8 April 2024.