Admin Assistant – Time Out Market, Vancouver

Admin Assistant

Role Overview

• Financial Administration & Reporting:
  • Support the Financial Controller with the month-end close, including accounts payable processing, invoice review and coding, and assisting with the preparation of month-end journal entries and accruals.
  • Manage and reconcile all petty cash accounts.
  • Reconcile till cash for the Time Out Bar.
  • Prepare and submit revenue statements for concessionaires.
  • Support management and head office by providing required financial reports and information.
• Payroll & HR Support:
  • Prepare payroll spreadsheets and accurately calculate staff tips for submission to the external payroll provider.
  • Manage new hire paperwork and lead new hire orientation for staff onboarding, with support from HR.
• Operational & Administrative Duties:
  • Provide dedicated administrative support to the General Manager.
  • Manage the central Point of Sale (POS) system administration (e.g., executing necessary price changes).
  • Develop and oversee stock control for the Time Out Bar, including creating processes for monthly stock takes.
  • Ensure strict adherence to all established financial procedures, including appropriate document sign-offs.
  • Perform general office administration, including maintaining physical and digital files and information organization.
  • Coordinate and manage ordering supplies as needed for the Market.

Skills & Attributes

• Financial & Analytical:
  • Strong analytical skills with the ability to process and manage large amounts of financial data efficiently.
  • Proven ability to maintain financial accuracy and attention to detail.
  • Commercially astute with a high sense of ownership, urgency, and drive.
• Operational & Problem-Solving:
  • Excellent problem-solving skills and the ability to come up with innovative and effective solutions to business challenges.
  • Highly organized with the ability to multitask with ease and manage competing priorities effectively.
  • Proven ability to work efficiently with minimal supervision.
• Interpersonal & Communication:
  • Excellent communication and relationship-building skills, capable of interacting effectively with staff, concessionaires, and management.
  • A collaborative team player who thinks globally.
• Experience:
  • Previous years of experience in a coordinating capacity or administrative/finance support role is desired.
  • Experience in a fast-paced, transformative company or willingness to dive headfirst into one.

• While specific certification is not mandatory, a background or coursework in Finance, Accounting, Business Administration, or a related field is beneficial.
• Demonstrated proficiency with Microsoft Office Suite (especially Excel) and experience with POS systems is required.

Physical Demands and Work Environment

• The role is based on-site at the Time Out Market location in Vancouver, BC.
• The work environment is fast-paced and dynamic, typical of a bustling food and cultural market operation.
• The role is primarily office-based, requiring extended periods of sitting, focused work, and use of computer systems.
• Occasional need to move between office and market floor areas.

What We Offer

• Join a company filled with diverse individuals who share common characteristics and values. We offer an opportunity to dive headfirst into a fast-paced, transformative company in pursuit of excellence, where your high sense of ownership and drive will be valued and essential to daily operations.
• Access to staff food discounts
• Eligible for extended benefits
• Competitive compensation package with performance incentives tied to group sales targets.