Office Administrator / Membership support

Job title: Office Administrator / Membership support

Job description: About NewMakeIt:

NewMakeIt is a unique and exciting not-for-profit community innovation and creative centre that provides a place for members to work on innovative, creative, or entrepreneurial endeavors. We provide workspace, tools, and education to the community. NewMakeIt hosts a pottery studio, woodshop, metal shop, CNC equipment, laser cutters, 3D printers and more. Additionally, NewMakeIt provides training and education in several different areas including creative arts, digital fabrication, and trades. Our goal is to be the community hub where innovation and creativity starts and to enable our members to realize their goals.

Job Summary:

We are looking for an enthusiastic and reliable Office Administrator / Membership manager to join our team. The position is largely clerical, with some customer / member interaction. The position entails managing the processes and organization of our accounting system, payments and invoicing, A/R and A/P, purchasing and membership management. This position will also review key performance indicators and create reports on membership, cashflow and education programs. This position is permanent and will start part-time with the possibility of moving to a full-time position within the first year.

Responsibilities:

Membership management

• Manage a membership database and CRM.
• Organize membership and report on membership statistics.
• Check end dates for membership and inform members of renewal.
• Report counts of total membership, renewals and cancellations.
• Check membership applications and ensure that memberships are correctly added into the system.
• Match auto-generated invoices to payments and follow up on discrepancies.

Clerical / Book-Keeping

• Check daily bank data and complete matching.
• Resolve non-matching entries.
• Monthly bank reconciliation.
• Ensure vendor invoices are entered into the system and track payment due dates.
• Schedule vendor and instructor payments.
• Prepare vendor and utility payments.
• Accounts Receivable.
• Payroll entry and submission.
• Create reports for A/R, A/P and cashflow.
• Ensure filing is complete.
• Work with our accountant to ensure financial reporting information is available.
• Work with learning manager as necessary.
• Work with Marketing person as necessary.
• Other duties as required.

Requirements

• 2+ years of experience in an office administrator, coordinator, or book-keeping type role.
• Excellent communication and customer service skills.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Familiar with QuickBooks Online or other accounting software.
• Detail-oriented with a focus on accuracy.
• Ability to work independently and in a team environment.
• Strong time management and organizational skills.
• Positive attitude and strong work ethic.
• Ability to handle confidential information with discretion.

If you are an organized and motivated individual with strong communication skills and a desire to learn and grow in a fast-paced environment, we encourage you to apply for this exciting opportunity. NewMakeIt is an equal opportunity employer and all applicants will receive consideration for employment without regard to any characteristic protected by law.

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