Job Opening: Office Administrator

POSITION SUMMARY

The Office ​Administrator ​oversees daily operations and provides crucial support to our team, overseeing diverse administrative operations. Responsibilities include but are not limited to managing financial processes such as accounts payable, vendor contracts, student registrations and instructor payroll. The ideal candidate possesses strong interpersonal skills, tech​nical​ proficiency, and experience in vendor management.

POSITION RESPONSIBILITIES
 

Administrative Oversight: 

• Manage accounts payable and vendor contracts​  
• ​​Handle financial transactions and support account collections 
• ​​Collaborate with the accountant/bookkeeper for financial monitoring 
• ​​Create course purchase orders and support associated payroll process
• ​​Coordinate PayPal transactions and gift certificate logs
• Coordinate website updates with hosting provider, conducting testing where necessary 

Executive Support: 

• ​​Supervise schedules, leases, and correspondence 
• ​​Manage phone inquiries, letters, and service provider communications  
• ​​Procure supplies and oversee Office 365 administration  
• ​​Handle studio alerts and emergency communications  

Scholarship & Registration: 

• ​​Process scholarship applications​  
• ​​Support registration processes and targeted class marketing  
• ​​Manage student registrations, invoicing, and communication 

Team Management: 

• ​​Schedule teaching assistants
• ​​Oversee class communications and administrative tasks​  

Other Responsibilities: 

• ​​​​Provide onsite office support ​  
• ​​Provide assistance during special events​  
• ​​Perform assigned duties as needed​  

POSITION REQUIREMENTS 

• Strong interpersonal and communication skills, particularly in an arts organization setting  
• Professional and approachable demeanor with staff and students  
• Proficiency in ​MSOffice, ​Quickbooks Online, database administration​, Zoom, and Vimeo ​  
• Detail-oriented and dependable  
• Experience in vendor management and payroll processes  
• Demonstrated ability in ​quality ​decision-making and staff relationship management  

JOB QUALIFICATIONS 

• 2-3 years office ​management ​experience  
• Excellent people skills with a passion for working in an arts​-focused ​organization 
• Friendly and professional demeanor with staff and students 
• Proficient in Excel, Word, Quickbooks and database administration.  
• Detail-oriented and reliable
• Comfortable with technology, including Microsoft Office suite, Zoom, and Vimeo  
• Vendor management experience  
• Experience managing relationships with staff not reporting directly​​ to you
• Strong decision-making skills and good judgment  
• Experience with website and tech assistance a plus   
• Experience with accounting principles a plus  

WORK SCHEDULE

Full time: 9:30 am – 5:30 pm, includes occasional weekends 

This is a full-time onsite position at Metalwerx Studio in Waltham, MA. Estimated 40 hours per week.  

TO APPLY: 

Applications will be accepted and reviewed on a rolling basis. Please email a cover letter and resume to [email protected]. No phone calls please.   

Metalwerx is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.