We need someone who has at least 5 years experience in bookkeeping, administration and operations. This key role requires someone who loves numbers, is ultra-organised and who can run everything in an office with no sweat. Must have a stable lifestyle to fit into this role as studio management requires multi-tasking and it is critical for absolutely nothing to be missed.

You will find the full job description below. To find out more on what it’s like to work for The Greenhouse Studio, click here.

Email your CV and answer why we should hire you at [email protected]

DEADLINE OF APPLICATIONS: 29 November 2017, Wednesday.


 

The Studio Manager (SM) plays a vital role in organising, supervising and facilitating the smooth running of the studio; ensuring the effective workflow and maximum output of the studio.

The SM must have efficient verbal and written communication skills, excellent organisational skills, advanced knowledge of studio software, proven leadership skills and the ability to meet deadlines in a stressful environment, whilst motivating a team with a wide variety of skill-sets. He/She must have knowledge and experience in Operations, Human Resources, Administration, Bookkeeping and Customer Service.

Typical work activities:

1. Maintaining financial data and efficiency

  • Liaising with the accountant
  • Following up on payments and receivables at the beginning of every week
  • Assertively collecting and banking cheque payments from clients immediately upon receipt
  • Negotiating with all clients for payments to be made through bank transfers within 3-7 days to minimise special ans transactions and bank fees
  • Reconciling weekly (daily if possible) deposits and disbursements in online accounting system
  • Managing petty cash and producing weekly petty cash reports
  • Supervising payroll and remittances
  • Submitting FNPF and FRCA reports before the end of the month (filing on time even if there are no payments to avoid late lodgment fees)
  • Organising statutory payments (FRCA, FNPF), bill payments, supplier payments, and insurance payments and ensuring they are paid on time
  • Developing agreements with suppliers and partners for 30-day payments
  • Maintaining invoices/receipts, and issuing estimates, invoices and receipts as needed
  • Managing distribution of utility bills and collections of accounts
  • Preparing and maintaining the studio budget
  • Maintaining payment of industry memberships as well as Managing and Creative Director’s professional memberships (Graduate Women (Fiji), Women Entrepreneurs Business Council/FCEF, Women in Business, SPTO, Fiji-New Zealand Business Council, Fiji-Australia Business Council etc)
  • Maintaining accounts payable and accounts receivable files
  • Issuing receipts as needed
  • Presenting monthly and yearly financial reports to Directors

2. Maintaining studio resources and operations

  • Setting up operational processes and systems in place for the studio
  • Maintaining the asset management register
  • Compiling studio schedules, adding accounts milestones on the extranet and ensuring work is delivered on time
  • Updating studio schedules regularly, keeping all departments informed about the status of projects for invoicing and collection efficiency
  • Managing all leave of employees through forward annual leave planning and up-to-date recording
  • Administering employment (freelance, permanent, part-time and internship) contracts and agreements

3. Maintaining studio filing systems

  • Developing an online and offline filing architecture and system
  • Having important documents online and offline for easy retrieval as and when needed
  • Ensuring filing systems and are maintained, secure and up to date
  • Defining procedures for record retention (online and offline)
  • Ensuring protection and security of files and records
  • Managing the transfer and disposal of records according to retention schedules and policies (every 7 years as required by law)

4. Maintaining studio efficiency

  • Planning and implementing studio systems, studio layout and equipment procurement
  • Designing and establishing studio policies, standards, processes and procedures
  • Maintaining the condition of the office, and arranging for necessary repairs
  • Reviewing and updating health and safety policies and ensuring that they are observed
  • Arranging regular testing for electrical equipment and safety devices

5. Maintaining basic customer, client and supplier relations

  • Developing excellent relationships with accounts and procurement staff of clients, vendors and suppliers.
  • Maintaining the studio’s directory and contact list (clients, partners, suppliers, vendors, customers)
  • Supervising the continuous development and updating of the customer and vendor relationship management system
  • Creating an annual calendar with important dates (payment schedules/accounts and administration dates, staff/client/vendor birthdays, anniversaries, studio anniversary, public holidays, studio holiday closure) with reminders and ensure staff, clients and vendors are sent either studio gifts or messages on the day
  • Responding to customer inquiries and complaints, or delegate queries and complaints to the right department. All these correspondence must be copied to the Managing and Creative Director

6. Managing the administration staff (Studio Coordinators, Assistants, Runners, and Interns)

  • Delegating work to administration staff and managing their workload and output;
  • Developing and maintaining the internship programme
Perform other related duties:
  • Working with the team on corporate event management as needed
  • Organising diaries and calendars
  • Answering emails
  • Making travel arrangements
  • Organising office events
  • Managing studio projects
Special Skills:
  • Effective time management, stress management and organisational skills are necessary to this role
  • Flexible during times of change
  • Have excellent people skills and the ability to work with a wide range of people. He / She must have the ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
  • Handles stressful situations and deadline pressures well
  • Possesses cultural awareness and sensitivity
  • Possesses exceptional leadership and management skills
  • Demonstrate attention to detail and high level of accuracy
  • Demonstrate sound work ethics
  • Be honest, respectful and trustworthy
  • High level of initiative and works well in a team environment
  • Professional appearance and persona

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