Administration and Operations Manager

Livart; Montreal; Hybrid; CAD 34,000 - 41,000; Full time

Benefits offered by this job

Group insurance (health)

One remote workday per week

Vacation accrual: 3 weeks (4 weeks in

Job summary

Le Livart is a multidisciplinary arts centre in Montreal seeking an organized administrator/operations coordinator. Reporting to the Executive Director, you will manage accounting, payroll, HR, administration, and communications to keep projects moving forward.

You will support budgeting, contract follow-ups, and preparations for content updates while fostering a collaborative and inclusive workplace culture. A strong interest in AI and new technologies is encouraged.

Qualifications

• 2+ years of experience in administration, accounting, or coordination.
• Hands-on bookkeeping and payroll experience.
• Knowledge of QuickBooks or equivalent software, plus Excel or Google Sheets.
• Strong written and verbal communication in French; functional English.

Responsibilities

• Handle bookkeeping and payroll tasks for the organization.
• Follow up on administrative files and coordinate with project leads.
• Manage communications calendar and content updates across teams.
• Support HR, administration, and operations and improve workflows.

Skills

Bookkeeping

Payroll experience

Organizational skills

Communication skills

French language

Tools

QuickBooks

Excel/Google Sheets

Job description

Le Livart is a multidisciplinary arts centre that brings together exhibitions, artist residencies, events, educational activities, and space rentals. Our small team manages many projects at once.

We are looking for a motivated and organized person with a strong service-oriented mindset who enjoys bringing structure to numbers, files, and follow-ups to keep everything moving forward.

The Role

Reporting to the Executive Director, you will act as her right hand for administration and operations. This is a versatile role covering accounting, payroll, human resources, administration, coordination, and communications.

You will be responsible for bookkeeping and payroll, ensure administrative follow-ups, and support the people responsible for the different areas of the organization. You will also play an important role in coordinating Le Livart’s communications: gathering information, managing the communications calendar, preparing or updating certain content, and coordinating with the people responsible for various projects.

Depending on the time of year, communications may represent a significant part of the position.

The human side of the role is equally important: you enjoy supporting the team, welcoming new team members, and contributing to a thoughtful and caring work environment.

Main Responsibilities

Accounting and Finance

• Handle bookkeeping in QuickBooks, including invoices, transactions, bank reconciliations, and accounts receivable and payable.
• Process payments, monitor various sales platforms, and prepare documents for the external accountant and tax filings.
• Compile the financial and administrative data required for budget monitoring and reporting.

Payroll and Personnel Administration

• Prepare payroll and verify hours, vacation time, leaves, and statutory holidays.
• Maintain employee records, administer group insurance, and coordinate the administrative steps related to recruitment, onboarding, and departures.
• Support the person responsible for the Family Programming area with the administration of the seasonal team, particularly during summer camps.

Communications and Coordination

• Coordinate the communications calendar and follow up on timelines with different members of the team.
• Gather and organize information from the various areas of the organization to ensure that content is prepared and shared at the right time.
• Coordinate needs with the people responsible for graphic design, programming, events, and activities.
• Participate in communications related to specific projects, events, campaigns, or launches.

Administration and Operations

• Follow up on contracts, insurance, permits, suppliers, and administrative files related to activities and the building.
• Manage the general email inbox and direct inquiries to the appropriate people.
• Support management and the people responsible for different areas with administrative follow-ups and the coordination of specific files.
• Identify repetitive tasks and improve procedures, tools, and ways of working to simplify the team’s workload.

Qualifications and Profile

• At least two years of relevant experience in administration, accounting, coordination, communications, or a similar role.
• Hands-on experience with bookkeeping and, ideally, payroll.
• Knowledge of QuickBooks or equivalent accounting software, as well as Excel and/or Google Sheets.
• Strong organizational skills, attention to detail, and autonomy.
• Ability to set priorities, follow up effectively, and bring multiple projects to completion.
• Excellent ability to gather, organize, and communicate information among multiple people.
• Comfortable coordinating a communications calendar and using digital tools.
• Strong writing skills and attention to detail.
• Excellent written and spoken French; functional English.
• Curiosity, resourcefulness, and an interest in new technologies, particularly artificial intelligence, with a view to finding ways to simplify, automate, or improve certain tasks.

Experience in a non-profit organization, the cultural sector, or communications is an asset.

Artificial Intelligence and Innovation

Le Livart is looking to further integrate new technologies and artificial intelligence into the way we work.

We are looking for a curious person who enjoys discovering new tools, testing them, and thinking about ways to simplify or automate tasks related to administration, human resources, project follow-ups, or communications.

You do not need to be an AI specialist. We are primarily looking for someone who enjoys learning, experimenting, and improving the way they work.

Terms and Benefits

• Permanent 35-hour-per-week position, primarily Monday to Friday.
• Salary starting at $25/hour, depending on experience.
• Three weeks of vacation starting in the first year, increasing to four weeks as of the second year.
• Group insurance, including health coverage.
• One remote workday per week, when operational needs allow.
• Flexible schedule and occasional availability required for certain events.

Le Livart encourages people from underrepresented communities to apply.