Gateway Arts Operations Coordinator

5 days ago

Singapore GATEWAY ARTS LIMITED Full time
About Us

GATEWAY ARTS LIMITED is committed to building a vibrant arts community based on positive values. Our core business involves championing current social issues faced by youth and children using the arts.

Job Title: Operations & Administration ExecutiveDescription:

We are seeking an experienced Operations & Administration Executive to join our team. The successful candidate will be responsible for supporting the team in operations and administration of the company, including administration, secretariat duties, financial operations, donations processing, production and event logistics, and maintenance of standard operating procedures.

Responsibilities:
  • Handle administration tasks such as checking and submitting staff claims and vendor invoices, generating delivery orders, official receipts, downloading tender documents, and submitting the company's bids on GeBIZ.
  • Provide secretariat support for all meetings, including scheduling, preparing agendas, taking minutes, booking meeting rooms, and sending out minutes.
  • Oversee the company's financial operations, including asset and inventory tracking, handling audit queries, generating quotations and invoices, and submitting tax invoices on Vendors@Gov.
  • Process donations, including checking submissions, replying to donation emails, updating donation reports, preparing official receipts and letters of appreciation.
  • Assist with production and event logistics, including planning, scheduling, managing Front-of-House resources such as manpower, transportation, equipment, and technical support.
  • Maintain and update the company's standard operating procedures, databases, systems, and records, ensuring data accuracy and confidentiality.
  • Manage internal and external stakeholders to best support day-to-day operations.
  • Coordinate and manage company-wide communication with internal and external stakeholders.
  • Contribute to human resource management, including manpower resourcing, new employee onboarding, and benefits administration.
  • Implement human resource policies and procedures, ensuring adherence to the company's policies.
  • SUPPORT STAFF DEVELOPMENT, INCLUDING INTERN PLACEMENT PROGRAMMES.
  • Streamline, manage, and review internal processes and control points to ensure efficient administration of donation and operational matters.
  • Improve work process efficiency, implementing relevant software to streamline administrative and operational processes.
Requirements:
  • Diploma or Bachelor's degree in Business Administration, Arts Management, or related fields.
  • At least 5 years of experience in operations and administration in an arts venue or performing arts/theatre company (advantageous).
  • Familiarity with fast-paced environments, able to multitask, and work under pressure.
  • Strong critical thinking, problem-solving, and project management skills.
  • Effective verbal and written communication skills.
  • Good interpersonal skills and ability to engage with internal and external stakeholders.
  • Adaptable, able to work independently and responsibly, as well as function as a team player.
  • Meticulous, numerically inclined, organized, and resourceful.
  • Knowledge of donor management, Code of Governance for Charities and IPCs, and reporting regulations (advantageous).
  • Proficient in Microsoft Word, Excel, PowerPoint, and other relevant software.
Estimated Salary: SGD $50,000 - SGD $60,000 per annum

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