SUMMARY

Cambridge Butterfly Conservatory is a unique and high profile tourist attraction. We provide customer-service-focused education that promotes the appreciation of butterflies and other invertebrates and highlights the important role these animals play in our ecosystem. We value our positive work culture, prioritize a work-life balance, and encourage collaboration among our strong team of passionate experts.
The Bookkeeping & Administrative Assistant reports directly to the Financial Controller and shall assist with a variety of bookkeeping, accounting, and administrative tasks that reflect the immediate needs of the organization.

QUALIFICATIONS & REQUIREMENTS

• Post-secondary education (diploma, certificate, or degree) in Accounting, Finance, Business Administration, or a related field
• A background and 1-2 years of experience in accounting, finance, or business administration is preferred
• Proficiency with Microsoft Office or Google Suite
• Familiarity with Quickbooks or similar accounting or bookkeeping software or systems
• Knowledge of basic accounting principles and financial regulations
• Strong organization to manage time, priorities, & deadlines
• High attention to detail and accuracy
• Able multi-task and to work under pressure
• Flexible and adaptable with changing job requirements and goals based on business needs
• Collaborative team player with an energetic and positive attitude
• Police Background Check (Criminal Record Check and Vulnerable Sector Check)

Bookkeeping

• Balance and record daily cash-outs from tills
• Prepare bank deposits
• Correspond with customers and vendors by phone or e-mail to provide information and to coordinate their payment and receipt
• Generate and send invoices, follow up on outstanding balances
• Process invoices and payments
• Administer cheque runs
• Update financial reporting and summaries as required
• Verify calculations and generate supporting documentation

Booking Coordination

• Maintain a current understanding and written outline of all policies and procedures related to program bookings
• Correspond with customers to provide information and to coordinate their booking or event, conduct sales transactions, and provide confirmations and follow-ups for in-house programs
• Coordinate bookings amongst our team (scheduling managers, duty managers, booking coordinators and as needed to department managers)
• Ensure that the company-wide planner/calendar is kept updated

Office Administration

• Answer phone (including general phone line when necessary), respond to voicemails and e-mails
• Process admission ticket sales using the online timed ticketing platform and operate the point of sale system for tickets, memberships, and giftcards
• Problem solve and manage customer comments
• Oversee program schedule updates
• Provide general office support including assisting with photocopying and mailing documentation and maintaining a digital and physical filing system
• Support with data entry and record management, and handle requests for information and data
• Assist management and executive teams with minute-taking, administrative tasks, and compiling reports as required
• Conduct thorough research, gather information, and provide reports on various projects
• In cooperation with other staff, maintain a clean and tidy office environment
• Manage office supply inventory and ordering and receiving
• Coordinate repairs and maintenance of office equipment
• Provide coverage for absences, sick time, and vacations as needed

Weddings & Events

• Respond to inquiries by answering the Weddings phone line and email, and assist with e-mail distribution of wedding packages to interested clients
• Prepare Wedding & Event room set-ups (classrooms, dining room, wedding suite(s))
• Greet bridal parties, receive client deliveries (decorations, alcohol, flowers)
• Process wedding payments

Frontline Support

• Train as a frontline floater and occasionally provide coverage for frontline staff (specifically for Admissions, Gift Store, and Cafe) for lunch breaks, sick days, and vacations, as required
• Join the frontline for “all-hands-on-deck” events such as Family Day, March Break, and winter holiday break
• Process admission ticket sales using the online timed ticketing platform and operate the point of sale system for tickets, memberships, purchases and returns

Other Duties

• Assist other departments and support daily operations and customer service as needed and assigned
• Adhere to all Company policies, rules, systems and procedures which are outlined in the Cambridge Butterfly Conservatory Employee Handbook, as well as all Health and Safety policies and procedures and safe work practices