Office Administration & Productions Coordinator Maternity Leave Cover

BCMA - Ballarat Centre of Music and the Arts; Ballarat; On-site; AUD 55,000 - 75,000; Full time

Job summary

BCMA - Ballarat Centre of Music and the Arts in Ballarat VIC seeks an Office Administration & Productions Coordinator for a maternity leave cover of approximately 6–9 months. You will manage enrolments, rosters, student communications and basic accounting, while coordinating theatre production elements and volunteers.

The role requires excellent customer service, strong organisation, and proficiency in Excel, MYOB, Canva, and JotForm.

Qualifications

• Exceptional customer service in a very busy environment.
• Proficient use of English in spoken and written form, with proofreading preferred.
• Experience with Microsoft Excel; intermediate formulas required.
• Experience with MYOB and basic accounting tasks is desirable.
• Ability to work independently and as part of a team with strong time management.
• Business management or accounting qualifications preferred.

Responsibilities

• General office operations and processes including enrolments, scheduling, roster maintenance and customer service.
• Introduce new families to BCMA and its services, facilities and teachers.
• Coordinate lessons with teachers and handle enquiries from prospective students.
• Communications, scheduling and basic accounting; accounts receivable/payable.
• Oversee instructors' lesson records and manage daily class and private lesson schedules.
• Coordinate theatre production elements with volunteer rostering.
• Collaborate with families, staff, students, teachers and external organisations to ensure high service standards.

Skills

Exceptional customer service

Communication and interpersonal skills

Time management

Attention to detail

Independence and teamwork

Proofreading and editing

Accounting basics

Initiative

Education

Business Management including accounting qualifications preferred

Tools

Excel

MYOB

Canva

JotForm

Job description

Office Administration & Productions Coordinator Maternity Leave Cover

BCMA - Ballarat Centre of Music and the Arts – Ballarat VIC

The BCMA is a performing arts tuition and production centre offering music, dance and drama tuition to students from pre-school to retirees.

Tasks & responsibilities

General office operations and processes including processing enrolments, maintaining schedules and rosters, and customer service.

Introducing new families to BCMA, its services, facilities and teachers.

Handling enquiries from prospective students and coordinating lessons with most appropriate teachers.

Communications, scheduling & basic accounting.

Accounts receivable/payable

Oversee the instructors' lesson record sheets and manage daily class and private lesson schedules.

Coordinate certain elements of theatre productions with an emphasis on coordination and rostering of volunteers.

Work closely with families, staff, students, teachers & external organisations to ensure satisfaction and a high standard of service and communications.

Qualifications & experience

Exceptional customer service in an extremely busy environment. Experience & maturity necessary.

Minimum 3-4 years of customer service experience in a busy environment required.

An ability to communicate in a positive and friendly manner with all involved including teachers, students, staff, volunteers and families.

Proficient use of the English language in both aural and written communications. Ability to proofread and edit preferred.

An ability to work both independently & as part of a team. Initiative to see requirements and to carry these out.

Efficient time management and extreme organisation. An ability to follow-through to completion of all tasks is imperative.

Computer competence and accounting skills including Microsoft (particularly Excel), MYOB, Canva, JotForm and more.

Intermediate level proficiency in Microsoft Excel formulas and functions is required.

Meticulous attention to detail in every aspect.

Business Management including accounting qualifications preferred.

This is a maternity leave cover position with an expected duration of 6-9 months. Permanent parttime or fulltime work may be offered to the right person at the completion of this period.

APPLICATIONS CLOSE 5PM Tuesday, November 3rd, 2026