Summary
Date Posted: Friday, November 27, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
The Finance and Administration Assistant will be responsible for providing support to the production department in organizing the business, financial and administrative matters of the Series.
Financial or accounting responsibilities will include, coding, totaling, batching, entering, general processing and recording transactions; filing and scanning quotations, invoices and receipts; collecting quotations, preparing purchase orders, making payments and purchases/production buying, preparing reports, fact checking, verifying and reconciling transactions such accounts payable and receivable, expense budgets and requests, purchase orders, cheques, invoices and payment requisitions.
Administrative responsibilities include front desk service, file management; correspondence drafting, and ensuring production office supplies are managed and maintained, production tracking the project, generating and coordinating, providing support to and tracking marketing and PR activities.
Administrative duties also include developing and maintaining administrative systems and performing clerical duties, such as word processing, meeting minute taking, scanning, photocopying and managing subordinate staff of drivers, junior production assistants and office assistants.
The Finance and Administration Assistant will be involved at all stages of the project, working alongside all departments from the early stages until completion.
In general the Finance and Administration Assistant working with the Line Producer, Production Accountant and Production Secretary will help to make sure that everything runs smoothly before, during and after filming and that the project stays within budget and on schedule, by ensuring that the production office runs efficiently and effectively, planning meticulously, following the instructions of your immediate supervisors, problem solving with regards to all finance and administrative aspects of the Series, as assigned. .

Duties and Responsibilities
General
 Reading scripts to ascertain the materials and the look required, budget and schedule implications and identifying areas where finance and administrative support will be required.
 Understand the significance of scenes and how they fit into the overall programme structure
 Liaise and consult with the Executive Producer to ensure understanding of the Series’ objectives, creative vision and with various departments to understand their needs
 At all times protect the reputation of the company
 Reviewing daily call sheets to ensure clear understanding the details of what has been scheduled for a respective day of shoot, the financial requirements and needs thereof.
 Backstopping other departments as required.
 Provide support or assistance to all facets of business and administration of the production office
 Adhering to deadlines
 Immediately bring any issue that arises to the attention of the Line Producer.
Reception
 Greet and welcome guests and clients to the production office
 Takes messages and helps direct inquiries
 Responsible for maintaining a tidy production office
 Keeps equipment, money, books and/or files safe when unattended
 Takes messages and communicates efficiently and effectively
Administration
 Filing and updating of company documents in their respective folders (hard and soft copy including cloud backups) e.g., quotations, tax invoices, contracts, service agreements, incident reports.
 Data capture, word-processing, minute taking, photocopying, scanning, etc.
 Organising transport, travel and accommodation arrangements for cast, crew, production executives and clients
 Run errands between the production office and other departments
 Responds to client and supplier enquiries, maintains good client and supplier relations and assists in solving problems
 Preparing and issuing standard crew and cast contracts, supplier agreements and purchase orders
 Set up relevant insurance cover and help with visas and work permits for cast and crew where necessary
 Keeping cast, crew and supplier databases and asset register up to date.
 Organising couriers and shipments
 Taking notes at meetings and providing general secretarial duties where required
 Generating documents for the production as required
Financial Support
 Maintains accounting procedures and financial security by following internal controls.
 Documents financial transactions by entering account information.
 Secures financial information by completing data backups.
 Manages inventory; checking stocks and re-ordering supplies
 Utilizes computer systems to generate and manage databases, pay bills and order supplies.
 Working with the various departments to compile budget data and documents based on price lists, quotations, estimated expense and previous budgets
 Prepares and issues documents related to accounts such as expenses, purchases, bills, invoices, inventory reports, account statements, asset inventories and other financial statements
 Prepares payments by verifying documentation, and requesting disbursements.
 Code, total, batch, enter, verify and reconcile transactions such as expense budgets, accounts payable and purchase orders, cheques, invoices, payment requisitions.
 Review and process reimbursements
 Keep records of invoices and tax payments
 Manage company liabilities – lodging enquiries, follow-ups e.g. insurance premiums, various subscriptions.
 Close accounts with suppliers and deal with surplus stock when the production is finished
 Prepares asset, liability, and capital account entries by compiling and analyzing account information
 Substantiates financial transactions by auditing documents
 Assists in auditing project vendors as required
 Checks other people’s work to make sure that their final figures are correct, noting errors and the causes of any miscalculations.
Other requirements
• Maintains EIM and client confidence and protects operations by keeping all administrative, content, financial and legal information confidential.
• Accomplishes the result by performing the duty.
• Contributes to team effort by accomplishing related results as needed.
• Participate in all relevant meetings as agreed upon by EIM and its partners and clients in relation to the Series
• Any other duties as assigned and required by the project.
Key Deliverables
1. Weekly work plans
2. Updated production folders and documents as assigned
3. Crew Time Sheets
4. Daily progress reports
5. Other deliverables as required and/or requested from time to time.

Skills and Competencies
• Proven work experience as a Finance Administrator, Finance Assistant or similar role – not required but advantageous
• Hands-on experience with accounting software, like QuickBooks
• Advanced knowledge of MS Excel (creating spreadsheets and charts and using financial Excel functions) and MS Word
• Good understanding of bookkeeping procedures
• Time-management and organization skills
• Confidentiality
• Grade 12 Certificate and post qualification (not required but advantageous)

Job Qualifications: Not Specified

Job Education Requirements: Not Specified

Job Experience Requirements: Not Specified

Work Hours: 8

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