Job Summary

Mac Arts is a community and performance venue in the centre of Galashiels. The Finance administrator is responsible for undertaking office-based tasks (including but not limited to, maintaining financial records, invoicing, preparing financial reports, taking bookings, sending information, answering telephones and greeting visitors). The Finance administrator reports directly to the Venue Manager

Essential Duties and Responsibilities

Financial Administration

• Maintaining financial records, preparing financial reports, preparing VAT returns with the support of the management team, preparing annual accounts for audit. Uploading account related documentation
• Undertaking invoicing processes and handling of money pre and post events ensuring accuracy and procedural compliance.
• Banking of cash and input of financial information into database
• Maintain filing systems and office procedures

Venue

• Undertake house/box office preparation for bookings/performances
• Maintenance of the customer and volunteer databases
• Liaise with clients/performers/production companies
• Answer telephone calls
• Upload event documentation

Box Office

• Take bookings and ensure all information is received and accurately recorded (phone, online and in person sales)
• Contribute to the production of sales reports
• Ensure accuracy and clarity in all cash handing and banking

General

• Work within all Mac Arts policies and guidelines
• To assist in the delivery of the Mac Arts corporate plan
• Any additional tasks out with the above that are required to ensure the venue operates smoothly

Person Specification

Essential

• Financial and IT literacy (experience of Microsoft Office and Quick books / Xero).
• Ability to work in a team in a fast passed work environment.
• Strong communication and interpersonal skills.
• Good organisational and multitasking abilities.
• Flexibility to work early mornings, evenings and weekends when required.
• Collaborative and proactive approach.

Desirable

• Demonstrable analytical and problem solving skills.
• Knowledge of the local arts/community scene.