Program Coordinator / Office Manager - DarkLab

Job No: MONA493
Location: Hobart

2 year fixed term with an opportunity to extend 
Full time

DarkLab is seeking an experienced Program Coordinator with additional office management duties, to provide support to the programming, operations and project teams throughout the festival. This includes making recommendations and identifying opportunities for process improvement, and ensuring the successful delivery of the Festival program, with a particular focus on administration, systems and project delivery. Outside of the festival period, this role has accountability for managing the office day to day including office layout, staff onboarding, coordinating products and services and team events. 

The Gig:

  • Support the Executive Producer, Senior Producer and Head of Operations in the planning and delivery of the festival
  • Manage timelines for the producing team against key deadlines and deliverables
  • Review, develop and implement efficient and practical systems to administer the festival, including the development and maintenance of scheduling systems 
  • Prepare and update schedules for companies, venues and other relevant stakeholders as required
  • Schedule meeting and manage associated documentation, including agendas and minutes  
  • Oversee development and updating of training manuals and processes to induct staff 
  • Support DarkLab teams with travel bookings for staff and contractors
  • Coordinate procurement and delivery of accreditation for staff, artists and crew, and festival uniform ordering and distribution
  • Support Executive Producer, Management Accountant and Senior Producer in the management of budgets and invoicing
  • Coordinate festival finance with the Finance team including petty cash, credit card management, monthly ledger reports
  • Manage post festival financial reconciliation of petty cash, Divi Pay and credit cards
  • Induct new staff, maintain policies, contact lists, protocols/procedures, and other internal documentation as required
  • General office management, including efficient record keeping and filing, ordering and storage of office supplies
  • Coordinate the preparation, drafting and formatting of DarkLab contracts 

The You:

  • Exceptional written and verbal communication skills and attention to detail
  • Strong knowledge of Microsoft Office programs, particularly Excel
  • Working knowledge of G-Suite applications, particularly Google Drive and Gmail 
  • Experience working with events and festivals
  • Ability to plan and manage timelines efficiently
  • Solid work ethic and able to work flexible hours
  • Ability to simultaneously coordinate numerous projects
  • Strong interpersonal skills and sensitivity with confidential information
  • Collaborative and flexible approach to problem solving and information sharing 
  • Organised, efficient and calm
  • Proficient with event scheduling software ie. Propared (desirable)

Applications close: Sunday 4 December

 

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