We’re looking for a new Office Administrator. It’s a role central to all that we do, working as part of a small, high performing team, covering a diverse range of tasks. Strong experience with bookkeeping, familiarity with Xero and excellent organisational skills are essential.
The role of the Office Administrator covers a range of support services tasks in the everyday operations of Booksellers Aotearoa, as well as planning and administering specific programs and special projects. Bookkeeping is a big element of this role, but other tasks relate to the administration of Booksellers Aotearoa’s tokens program, including the sale and redemption of multi-denomination tokens; managing stock and processing orders for merchandise; providing service to members including responding to inquiries and resolving member issues; member onboarding; conference organisation; and developing and administering the reading catalogue program. The role also supports the development and administration of current and future programs and activities of the association.
The role is 4 days a week, office based in Central Wellington, with remote working possible 1 day a week.
Administration of Support Services:
Bookkeeping
- Accounts payable and receivable
- Entering data into Xero
- Weekly cashflow reporting and account management
- Preparing and sending invoices, credit notes and paying out on redeemed tokens
- Liaising with Accountants and Association Manager
Merchandise
- Processing orders for merchandise, stock control and re-ordering when necessary
Membership Services
- Processing of membership enquiries, applications, subscriptions, changes of ownership and resignations
- Maintenance of the membership database and membership lists
- Member liaison and communication, including responding to inquiries concerning membership and support services, and resolving problems where possible
- Promotion of the value of membership to potential members
- Administration of e-commerce platforms
- General support services to members
- Special Projects
Tokens & EPay (Gift Card) Programs
- Review and manage variations to the Book Token and Gift Card schemes
- Administration of token orders, invoicing and managing token redemptions and stock management
- Administer token replacements for expired EPay and liaise with EPay staff when necessary
- Review and collect token sales, cost, administration, and related data and report on project outcomes to Association Manager
RNZ Nine to Noon Review Program (aka “Speaking Volumes”)
- Review and manage the RNZ Nine to Noon reviews program
- Administer submissions from publishers, collecting review copies, liaising with RNZ producers, and updating the website
- Review and collect radio review program cost, time spent, administration, and related data and report on project outcomes to Association Manager
Comms & Marketing Projects
- Compiling and publishing the weekly Preview of Reviews or any future iteration of review schedules
- Helping compiling and publish the weekly The Read
- Updating the Booksellers Aotearoa website
- Reviewing and assisting with preparing submissions and reports concerning the organisation’s activities
General Administration
- Develop and maintain workplace policies (e.g. health & safety, social media and others that may arise from time to time)
- Advise and support senior management (e.g., the Association Manager) on matters requiring attention and implement their decisions
- Proof reading
- Work with Association Manager and other staff to ensure that goals are met
- Stationery and postage administration
- Responding to public, publisher, author, and other enquiries concerning programs and services provided, including the tokens and EPay programs and the RNZ program, and resolving problems
- Other duties to support the small team where necessary.
- Manage paperwork associated with bookkeeping support, token program administration, and other projects
Applications close on Sunday 22nd of March. Your application should include a cover letter, CV and two professional references. Send all questions and applications to renee@booksellers.co.nz