Finance Administration Coordinator
This position is a key role in the facilitation of of the financial & contractual data for the White Night events.
Summary about this job
Administrative Assistants
Company: DAE White Night Pty Ltd
Location: Melbourne
Work type: Contract/Temp
Salary: n\a
Phone: +61-3-5767-1316
Fax: +61-7-8228-5073
E-mail: n\a
Site: n\a
Detail information about job Finance Administration Coordinator. Terms and conditions vacancy
Role: Finance & Administration Coordinator
Location: DAE White Night Melbourne Office, Collins Street, Docklands
Inspired by the international Nuit Blanche movement, White Night is an all-night, free cultural event with visual art, illuminations, music, food, theatre, sport, fashion, film, design and performances on display. The event is held within the city streets, parklands, laneways, public spaces and cultural institutions in Melbourne, Ballarat, Bendigo and Geelong.
Reporting to the Finance Manager (based in Sydney) and the Executive Producer (based in Melbourne), this position is a key role in the facilitation of the financial & contractual data for the events.
Key Responsibilities:
Support for the Finance Division:
- Processing of Accounts Payable transactions into the accounting system
- Processing of Purchase Orders to ensure DAE WN's expenditure to budget is known
- Matching PO's to invoices, checking quantities & prices
- Follow up on outstanding PO's to determine whether they still represent a liability
- Preparation of payments for authorisation, approval & processing
- Ensure any payments as per a contract are in compliance with the terms of the contract
- File and keep up to date register of invoices after payment
- Management of Petty Cash advances and reconciliations
- Processing Petty Cash and Expense reimbursements
- Budget assistance for Heads of Departments where necessary
Support for the Contracts Division:
- Maintain contract procurement and administration policies & procedures using and/or adapting existing DAE WN systems where relevant.
- Administer the procurement and contracting process, resolving issues as required.
- Support DAE WN Divisions with drawing up contract terms and conditions, pricing and payment terms with successful proponents as advised.
- Prepare and issue artist, supplier & event staff contracts based on specifications developed by DAE WN Divisions.
- Assist in the review of draft contracts prior to issuing.
- Report on contracting process and progress as required by upper management.
- Maintain contractual records including the Contracts Register.
- Ensure confidentiality and security of all contracting process and record-keeping.
Other duties:
- Liaison between Sydney Office and Melbourne Office on financial, contractual, and administration matters
- Administration support to Executive Producer, DAE CEO and Office Manager, when necessary.
Requirements:
- A minimum of 3+ years experience in a similar role.
- Excellent communication skills; written & oral.
- Proficient computer skills.
- Must be familiar with Microsoft Suite, with strong skills in Excel (including establishing and maintaining detailed financial templates, etc.)
- Strong attention to detail.
- Brings a personable can-do and problem-solver attitude.
- Ability to be flexible, multi-task and work under pressure.
Contract Length: 12 months
Salary: $60k-$70k PA inc. superannuation
Interested applicants are encouraged to send a detailed CV and cover letter addressing the above scope: [email protected]
Application Deadline: Monday 16 July 2018
*Shortlisted applicants will be contacted for an interview. *