Job Posting

Finance & Office Manager

The Great Canadian Theatre Company (GCTC) in Ottawa, Ontario, is seeking a dynamic Finance & Office Manager to join our team. For 40 years, GCTC has been dedicated to fostering, producing, and promoting excellent, professional Canadian Theatre that provokes the examination of contemporary life and our place in the world. GCTC is a centre for Ottawa’s arts community with 2800 subscribers, 11,000 single-ticket purchasers, and 150 volunteers. With over 80 world premieres of new Canadian works in our history, GCTC is respected across Canada for innovative, high quality artistic programming and is known for its development of new Canadian works. Within its new home the Irving Greenberg Theatre Centre, is the 262 seat Irving Greenberg Theatre and a black box Studio theatre with flexible seating for 75+. GCTC is operational year round and produces a winter subscription series on the main stage from September to June, offers theatrical and event rentals, and conducts an arts education program.

 

This position requires a high degree of confidentiality and professionalism.  The successful applicant will work closely with the theatre’s General Manager and provide administrative support to GCTC’s full time administrative staff.

 

The Finance & Office Manager’s primary responsibilities are broken up into 3 main functions;

 

1. Accounting Functions: 

  • Responsible for the full-cycle accounting process for the entire organization
  • Manage A/P & A/R, Staff Visas, Government remittances, HST Filing, T4 and T4A preparation, union remittances for employees and contracted vendors.
  • Verification/reconciliation of all donations including individual, corporate, capital and seat sales. Monthly reconciliation with Etap and development department.
  • Invoicing for all departments, including: education, special events, & sponsorship income
  • Complete monthly, quarterly and year-end checklists
  • Preparation of Monthly board reporting documents for MD and DD
  • Preparation of Quarterly financial statements
  • Preparation of quarterly board reporting documents (Financials and Performance metrics)
  • Prepare for the annual audit (fall) including creation of working papers binder.
  • Establish financial controls and monitor adherence across departments. 
  • Update the accounting manual to reflect procedural changes and season information
  • Maintain detailed files for corporate records and contracts

 

2.  Administrative Functions:

  • Overseeing general Human resources function for staff
  • Administration, deduction and payment of health plan (GWL and Manulife)
  • Maintaining the Leave Tracking Record for staff, Create and monitor vacation tracker
  • Attend weekly staff planning meeting, record minutes
  • Administer IP phone system
  • Record and distribute monthly planning notes
  • Maintain general function of office and equipment
  • Daily point person for IT contractors
  • Manage, train and monitor security system
  • Sort incoming/outgoing mail, e-mail, and faxes
  • Top up postage machine as required
  • Order office supplies through Grand and Toy

 

 

3.  Facility Management:

  • Monitoring of other contracts, service and rental agreements, partnership agreements
  • Maintain general function of facility and facility contracts
  • Maintain relationship with Apollo and act as point person for requests/communication and follow-up
  • Act as staff liaison with Teatro Café for requests/changes/rentals

 

This position requires a high level of organizational and planning expertise, strong communication skills, the ability to work under pressure, balancing of multiple responsibilities and problem solving.  The successful candidate will possess the skills and qualifications listed below:

 

Professional Skills

  • Proven track record to professional conduct and confidentiality
  • Previous experience and/or education in accounting
  • Previous experience with Quickbooks and Excel are a MUST
  • Previous experience preparing for an annual audit
  • Previous experience in budget management and financial reporting
  • Proven track record meeting and adhering to tight deadlines.
  • High level of computer proficiency & exceptional organizational skills

 

Asset Skills

  • Experience in or knowledge of the function of a not-for-profit organization and business model.
  • Experience in or knowledge of working in unionized spaces and applicable guidelines.
  • Experience in or knowledge of the practice of theatre and the performing arts.
  • Experience in or knowledge of facility management

 

About you:

  • You are an energetic, resourceful, unflappable, self-starter with a reputation for getting things done.
  • You are a highly organized individual, with the ability to successfully prioritize and complete multiple tasks and deliverables on overlapping short-and long-term timetables
  • You pay close attention to details, ensuring accuracy and efficiency
  • You are a skilful communicator, in person and in writing, and one who is able to represent the Company to its clients and the public and work effectively with all levels of staff and volunteers
  • You thrive in a busy environment and your positive outlook with be an asset to our team.

 

Interested candidates can send their cover letter and resume in one pdf document to both gm@gctc.ca and accounting@gctc.ca by August 8th, 2014.  Only those selected for an interview will be contacted.  Please state your availability and salary expectation in your application.  Subject line of your application should read Finance & Office Manager Application.

 

A full job description can be found on our website: www.gctc.ca   

Application Deadline: 
Friday, August 8, 2014
Start Date: 
Tuesday, September 2, 2014
Type of Work: 
Full Time
City: 
Ottawa
Province: 
Ontario
Education Level: 
College/Cegep
Languages: 
English
Travel: 
No
Prefered Method(s) of Application: 
By E-Mail

Employer Details

Great Canadian Theatre Company

Nancy Oakley
300-1227 Wellington Street West
Ottawa, ON K1Y 0G7
Canada

For 37 years, GCTC has been dedicated to fostering, producing, and promoting excellent, professional Canadian Theatre that provokes the examination of contemporary life and our place in the world. GCTC is a centre for Ottawa’s arts community with 2800 subscribers, 11,000 single-ticket purchasers, and 150 volunteers. With over 80 world premieres of new Canadian works in our history, GCTC is respected across Canada for innovative, high quality artistic programming and is known for its development of new Canadian works. Within its new home the Irving Greenberg Theatre Centre, is the 262 seat Irving Greenberg Theatre and a black box Studio theatre with flexible seating for 75+. GCTC is operational year round and produces a winter subscription series on the main stage from September to June, offers theatrical and event rentals, and conducts an arts education program.