Job Listing
 🔗Office Administrator & Marketing Coordinator

  • Full Time
  • San Antonio, TX
  • $45,000 - $55,000 USD / Year
  • Applications have closed
  • Job Summary: This position is responsible for financial administrative office needs including, but not limited to, accounting, financial records, monthly bookkeeping, accounts payable, payroll, bank accounts and budget. This position also coordinates marketing.
  • Job Qualifications:

    QUALIFICATIONS:

    ·         At least 4-5 years of related administrative experience; museum or non-profit organizational experience preferred.  Interest in historic preservation preferred.

    ·         Understanding of budgets, monthly bookkeeping, payroll and accounting procedures a must.  Proven track record of financial reporting and management.

    ·         Experience handling projects, schedules, budgets and operations, ideally at a museum or historic site.

    ·         Proficient in computer software, including Microsoft Office products (Word, Excel, PowerPoint and Outlook), Quickbooks and knowledgeable about various POS and CRM systems.

    ·         A self-motivated, reliable, enthusiastic, creative, and honest team player with strong customer service orientation and excellent attention to detail.

    ·         Basic project-management skills.  Ability to achieve results with moderate supervision.

    ·         Ability to multi-task efficiently and respond to a high volume of requests in a timely fashion.

    ·         Ability to continually develop skills in rapidly changing technology.

    ·         Strong verbal and written communication skills.  Experience in graphic design a plus.

    ·         Ability to adapt and be flexible in a dynamic work environment.

    ·         Bachelor’s degree or equivalent experience required.  Accounting, business, communications, marketing or public relations a plus.

  • How to Apply:

    Submit a cover letter and resume to: jlewis@villafinale.org

     

  • Job benefits: Health, PTO, Retirement

Website Villa Finale: Museum & Gardens

Villa Finale: Museum & Gardens is an historic house museum owned by the National Trust for Historic Preservation.

Administrative/Accounting:

  • Maintain accurate records for sales and inventory; prepare monthly reconciliation reports.
  • Provide forecasts to the Executive Director for the annual budget.
  • Coordinate with the independent CPA on monthly accounting reports.
  • Provide requested information to Auditor for annual financial report.
  • Perform needed bookkeeping functions such as processing invoices, W-9 and contract submittals through Quickbooks and executing month-end accounting reports.
  • Process timesheets for semi-monthly payroll and ensure adequate funds are in the payroll account.
  • Maintain PTO tracking records for Staff.
  • Monitor and order supplies as needed
  • Assist with processing ticket sales as needed; generate reports and tracking of trends.
  • Assist in daily operations of the office and site, including:

-Assist with financial tracking; make bank deposits; compile monthly financial reports; performing month- and year-end financial closing duties; and maintaining organized financial records.

-Maintaining administrative files, records and databases.-Assist in processing reservations for special events and receptions.
-Help process donations and board memberships, including thank-you letters, receipts and renewals for executive director’s signature.
-Serve as receptionist when Visitor Services Coordinator is not available, answering and routing incoming calls and greeting and assisting visitors in a                             professional and courteous manner.
-Process contracts for services provided to Villa Finale by outside vendors and maintain records.
-Coordinate services and payments to vendors engaged for special events.
-Accept on-site admissions as needed; become familiar with POS systems.
-Maintain Constant Contact database and Master mailing list.
-Ensure maintenance of office equipment and assist with coordination of IT services with Facilities Manager including, but not limited to, telephones,                         computers, printers, etc.
-Handle additional duties as assigned.

  • Serve as administrative assistant for the Executive Director, including:

-Assist with logistics for Board meeting preparation, including sending notices and setting up Zoom meeting access.

– Track Board commitments

Marketing:

  • Marketing & Public Relations. Work with Executive Director to actively market the Museum and Gardens as part of an overall PR strategy.

– Ensure website and social media are maintained with updated information on the site and its programs and events.

-Market special property uses and photography session at the site.  Work with Visitor Services Coordinator responding to Special Property Use and Photography requests.

– Assist with the development, implementation and evaluation of public programming and events. Develop marketing promotions for programs and                                  events.

– Develop and maintain content on all social media (Instagram, Facebook, TikTok, YouTube, Bluesky, etc.) in consultation with Executive Director.

-Maintain virtual and social calendars.

-Help coordinate public speaking engagements.

– Help promote media coverage of the museum and events by drafting press releases and maintaining media contacts with Executive Director.

-Respond to media requests and organize interviews with Managerial Staff and Board as needed.

-Submit calendar and event information to print and online media.

  • Memberships.  Support the membership program as part of the overall development strategy.  Assist with Friends Membership recordkeeping.
  • Partnership Building.  With the Executive Director, communicate with area CVB and travel industry to ensure deliver marketing and promotional collateral to hotels, resorts, visitor bureaus, and tourism organizations.  Perform outreach with museums and professional guide associations to market Villa Finale.  Direct group and special partner institution visitor and ticketing promotions.
  • Graphic Design/Branding.  Oversee the creation of graphic/marketing materials including, but not limited to, signage, rack cards, print ads, flyers, postcards, brochures.