Job Description

Duties and responsibilities

1. Financial & Accounting

• Provide direct financial support to the Programming & Producing Department, in particular, Technical & Production, Festivals and Venue Programming department. Including agreements, contracts, all invoicing, payment, purchase orders, OPEX & CAPEX documentation, quotations and tenders including Technical & Production maintenance, contracts, monitoring and financial file management.
• Ensure that all administrative & financial matters within Programming & Producing Department are delivered in a timely and professional manner. Including financial correspondence with our service, maintenance & equipment providers.
• Work with Head Of Department, Senior Manager, Technical & Production and Group Facilities Management on securing necessary quotations and tenders, prepare National Arts Council and CAPEX proposals during the approval process.
• Retain and file all Programming & Producing Department documentation relating to AHL CAPEX/OPEX procurement process - such as approval papers, DPC papers and all supporting documentation.
• Monitor and track all Technical & Production maintenance contracts, maintenance approval paperwork, invoicing, payment and maintenance scheduling.
• Responsible for reporting Technical & Production updates every fortnight at Ops meetings.
• Retain and file all contract, Finance & procurement documentation, etc for audit purposes.
• Track & monitor budgets and expenses for Programming & Producing departments, especially Technical & Production.
• Generate all purchase orders for Programming & Producing department at an estimated value of SGD6 - 7million, including artist agreements.
• Monitor and administer Programming & Producing department actual costs and expenditure. Maintain, track and improve financial and budgetary progress reports within Programming & Producing on a monthly basis.
• Assist HOD and respective department heads in the preparation and documentation relating to long term financial planning within Programming & Producing department.
• To be primary liaison/contact between the Programming & Producing department and Arts House finance department.
• To keep up to date with Arts House Limited and National Arts Council procurement policies and actively disseminate this information throughout the Programming & Producing department.

2. Administrative

• Tracking of timesheets for Technical & Production Casuals and overtime hours for both Full-Time and Contract staff in Technical & Production.
• Responsible for all licensing and regulatory applications and related matters for Programming & Producing department.
• Support respective department heads on internal and external venue bookings for Programming & Producing department events including Singapore International Festival of Arts and Singapore Writers Festival.
• Produce and monitor any departmental documentation and paperwork required for any internal or external auditing for Programming & Producing department.
• To ensure all Programming & Producing departmental documentation is archived and stored in a systematic manner.
• Assist department heads in Programming & Producing to review and upkeep of all departmental resource documentation such as production coordinators handbook and departmental SOPs.

3. General duties

• Coordinate Programming & Producing office requirements and liaise with HR, IT & Admin department with office requests, new staff orientation and workstation planning.
• Monitor and manage the booking of any communal P&P office equipment such as laptops.
• To assist in the collation of a Programming & Producing resource library.

4. Others

• To carry out and assume any other duties and responsibilities as and when assigned by the Reporting Officer and covering Director, Programming & Producing.

Qualifications 1. Educational qualifications

• Degree in Finance, Accounting, Administration or relevant field

2. Experience & Skills

• Minimal 3 years of accounting and administrative work
• Knowledge of Timesoft Software and Microsoft Programmes is preferred.

• Do note that this is a 2 years contract role