OFFICE COORDINATOR
Administration | Finance | Communications
ABOUT THE ROTARY CENTRE FOR THE ARTS
The Rotary Centre for the Arts (RCA) is one of British Columbia's premier multidisciplinary arts centres and a vibrant cultural hub in the heart of Kelowna. Situated on the unceded territory of the Syilx/Okanagan People, the RCA is operated by the Kelowna Visual and Performing Arts Centre Society (KVPACS), a registered charitable organization dedicated to enriching lives through arts, culture, education, and community engagement.
Each year, the RCA welcomes more than 250,000 visitors through performances, visual arts exhibitions, educational programs, community events, artist studios, camps, and facility rentals. We are committed to bringing people together through creativity while supporting artists, inspiring lifelong learning, and strengthening our community.
We are seeking an organized, collaborative, and service-oriented Office Coordinator to join our team. Reporting to the Executive Director, this position serves as the administrative hub of the organization, providing exceptional front-line customer service while supporting office operations, finance, communications, and organizational initiatives that help the Rotary Centre for the Arts thrive.
JOB DESCRIPTION
You are an organized, dependable, and service-oriented professional who enjoys helping people and keeping things running smoothly. You take initiative, communicate effectively, and are comfortable balancing a variety of responsibilities throughout the day.
You thrive in a collaborative environment where no two days are the same. Whether welcoming a visitor, preparing a donor tax receipt, assisting with Board materials, updating the website, scheduling social media content, or supporting a special event, you approach every task with professionalism, accuracy, and a positive attitude.
You are naturally curious, adaptable, and eager to learn new systems and technologies. You take pride in being someone your colleagues can rely on and enjoy contributing to the success of the entire organization.
PRIMARY RESPONSIBILITIES
The following responsibilities are the core functions of this position and represent the primary focus of the role.
Office Coordination & Reception
- Serve as the welcoming face of the Rotary Centre for the Arts.
- Greet visitors, artists, renters, volunteers, and community members with exceptional customer service.
- Answer phones, emails, and general public inquiries.
- Provide information on performances, programs, rentals, classes, and services.
- Coordinate office supplies and administrative systems.
- Maintain organized office files and records.
- Support staff with general office administration.
- Assist with facility bookings and public inquiries.
- Coordinate incoming and outgoing mail, courier deliveries, and office correspondence.
- Help ensure reception and common office areas remain professional, organized, and welcoming.
Finance & Administrative Support
Working alongside the Finance Manager and Executive Director:
- Prepare and send invoices through Square, Corsizio, and manual invoice templates.
- Prepare and distribute weekly charitable tax receipts using KCT donation reports and Excel templates.
- Process manual payments for Square, Corsizio, and other front desk transactions and reconcile daily transaction reports with payment records.
- Collect employee timesheets in support of payroll administration.
- Maintain confidential financial, HR, and organizational records.
- Assist with Board meeting administration and document preparation.
- Support HR administration, onboarding, and employee documentation.
- Assist with administrative projects, reporting, and other duties as assigned by the Executive Director.
CROSS-DEPARTMENT SUPPORT
The Office Coordinator provides administrative support across the organization during busy periods, special events, and as operational priorities require. These responsibilities help ensure the Rotary Centre for the Arts operates as one collaborative team.
Marketing & Communications Support
Working alongside the Marketing Manager:
- Assist with the preparation and distribution of e-newsletters.
- Schedule social media posts across multiple platforms.
- Create and update online event listings.
- Update website content.
- Organize digital marketing assets, including photos and videos.
- Assist with promotional campaigns and audience engagement initiatives.
- Capture event photos and short videos when required.
- Assist with marketing analytics and reporting.
- Support media relations and community outreach activities as required.
Organizational & Event Support
- Assist with fundraising campaigns and donor stewardship activities.
- Support special events, performances, and community initiatives.
- Assist with volunteer coordination when required.
- Support organizational projects across departments.
- Provide additional administrative assistance during busy operational periods.
- Perform other duties that contribute to the overall success of the Rotary Centre for the Arts.
Pay: $21.00-$24.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Wellness program
Ability to commute/relocate:
- Kelowna, BC V1Y 6Z1: reliably commute or plan to relocate before starting work (required)
Location:
- Kelowna, BC V1Y 6Z1 (required)
Work Location: In person
