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About Design Exchange

Design Exchange, a registered charity and not-for-profit organization funded by its members and donors, is Canada's only cultural institution dedicated exclusively to the pursuit of design excellence and preservation of design heritage. At the crossroads of multiple disciplines, from furniture and architecture to graphics and fashion, our exhibitions, talks, workshops, and youth education programs are curated to reflect the popular zeitgeist and contemporary culture while demonstrating the relevance and importance of design to everyday life. We are committed to delivering accessible design experiences and education and we aim to provide the tools necessary to connect design learning to the ordinary and extraordinary.

In 2017, DX will launch EDIT: Expo for Design Innovation and Technology, a 10 day biennale world-scale international design festival, that will explore the intersection of design, architecture, innovation, and technology in shaping our future for the better.

 

 

SALES & ADMINISTRATION COORDINATOR

 

Design Exchange is seeking to fill the full-time position of Sales & Administration Coordinator who will provide sales & administration, financial, facility, human resources, and bar management support services to the Special Events Division. The Sales & Administration Coordinator will report to Gillian Hoff, Vice President of Special Events, work closely with full and part-time members of the DX team and outside service agencies, and manage part-time staff, interns and volunteers.

 

Job Responsibilities

  • Provide sales & office administration services primarily involving, but not limited to:
    • executive assistance to the Vice President,

    • maintain digital and physical filing systems,

    • manage passwords and keys,

    • maintain client and supplier contact lists,

    • generate client and supplier contracts,

    • generate sales by responding to rental inquiries and through cold calling,

    • maintain booking binder,

    • create/update event signage,

    • liaise with the Marketing Coordinator with respect to marketing/advertising, and

    • maintain process documentation.

 

  • Liaise with Accounting Department with respect to Accounts Receivable and Payable.
    • Direct accounting staff members to invoice clients.

    • Conduct monthly billing meetings and ensure billing is comprehensive and complete.

    • Prepare monthly revenue journal for review.

    • Notify and follow up with clients regarding overdue payments.

    • Process cancellations & credits.   

    • Monitor commission payments and follow up with suppliers

    • Review/code supplier invoicing, obtain authorizing signatures, and drop off to accounting.

    • Generate/maintain additional reporting as requested.

       

  • Provide facility & human resources services primarily involving, but not limited to: porters, cleaners, security, Cadillac Fairview, ticket sellers, coat check, and interns.
    • Interview, hire, and train support staff including but not limited to porters, cleaning, security, ticket sellers, coat check, and interns.

    • Conduct weekly operations meetings send out weekly operations schedule.

    • E-mail daily operations schedule to all staff.

    • Liaise with Cadillac Fairview with respect to the facility.

    • Ensure DX policy and procedures are adhered to by part-time and third party staff.

    • Program elevators & doors.

       

  • Oversee Liquor Inventory Management function primarily involving, but not limited to:
    • Alcohol and beverage orders & returns,

    • Count and put daily bars together, recount and put away after events, 

    • Putting together cash floats/drink tickets for events.

    • Monthly inventory count & reconciliation
       

  • Other duties as assigned from time-to-time and as are consistent with a small team within a design museum.

 

Job Requirements

  • A passion for the mandate and work of DX and strong knowledge of the design sector.
  • Related post-secondary degree / diploma and a minimum of four years of related experience, ideally in the design, private-sector and / or socially innovative not-for-profit sectors.  
  • Excellent interpersonal, teamwork and leadership skills.
  • Strong communication skills.   
  • The ability to manage, prioritize and adapt to multiple and changing priorities.
  • Detail oriented.
  • Strong working knowledge of Apple computers, Microsoft Word / Excel / PowerPoint.

 

How To Apply

Please reply to gillian [at] dx.org with salary expectations by Monday, July 31, 2017.

No phone calls, mail submissions, or faxes please. Only those applicants selected for an interview will be contacted.

 

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DX Headquarters is
located at 234 Bay Street, Toronto

HOURS
MON
Closed
TUE-FRI
9AM-5PM
SAT+SUN
12-4:30PM
 
QUESTIONS?
Call 416.363.6121
 

Design Exchange acknowledges the support of: