Jobs

Hospitality Coordinator

Conference Event Producer

Staff Accountant

 

IDA is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, national or ethnic origin, religion, age, gender, handicap, pregnancy, sexual orientation, or veteran status.


Hospitality Coordinator

 

POSITION TYPE: Nonexempt
POSITION EMPLOYMENT STATUS: Temporary/Seasonal. Full-Time, May 1, 2018 until September 30, 2018 Part-Time, 2 days a week until October 15, 2018
POSITION REPORTS TO: Director of Programming & Policy

POSITION PURPOSE: The Hospitality Coordinator position is an exciting opportunity to join the IDA team in a key guest-facing role leading up to and during the Getting Real 2018 Conference. With over 700 delegates from around the US and the world, the Hospitality Coordinator will be working across departments ensuring all guests, including VIP filmmakers, speakers and panelists are accommodated and well looked after during their stay at Getting Real. He/she will have professional internal and external communication skills and be able to confidently work with large budgets and filing systems. He/she will also be responsible for keeping the conference team up to date on travel and accommodations and for ensuring the Getting Real Conference website is consistent and clear with hospitality information.

Responsibilities/Duties/Functions/Tasks:

Conference Production:

  • Responsible for guest coordination for filmmakers, panelists, speakers and any other VIPs as directed by the senior staff.

  • Meet weekly with Programming/Education department and senior staff to update them with travel and hotel bookings for their guests and highlight any issues.

  • Track hotel room block allocations and release dates, both for guests and general delegates.

  • Meet with each hotel to establish and continue a good working relationship.

  • Keep to hotel deadlines, and release or book out rooms before their deadlines.

  • Inform Director of Programming & Policy and Director of Finance & Administration regularly of any changes to, or problems with hotel allocations.

  • Keep regular track of how many rooms are available at each hotel and report regularly to team members so that they can make changes to their budgets.

  • Regularly report to the team on any changes in travel and accommodation costs and budgetary issues.

  • Provide general travel and accommodation information to guests and delegates as well as arrange alternative accommodation as required.

  • Keep travel and accommodation pages on website up to date with accurate information.

  • Maintain master guest travel database ensuring that all information is kept up to date on a routine basis.

  • Work within the guest travel budget, keeping clear filing systems of travel, hotel bookings, and receipts and keep both paper and electronic copies filed clearly and accurately.

  • Produce reports for guest travel expenditures for the Director of Programming and Policy and the Educational Programs Manager.

  • Handle late bookings, cancellations, refunds, and any emergency problems with guest travel and accommodation during the conference (e.g., lost luggage, problem at hotel on arrival).

  • Work directly with suppliers to ensure all financial paperwork is received and that receipts, refunds, and invoices are accurate.

  • Monitor guest travel emails and respond to queries in a timely manner.

  • Produce a ground transport schedule.

  • Oversee the Guest drivers schedule for VIP travel.

  • Supervise and assign tasks to the Guest Service assistants.

  • Keep a clear record of all correspondence with suppliers, including travel agencies, consulates, embassies, and vendors.

  • Communicate schedules and hotel and travel bookings to all guests in a timely manner.

 

Administrative:

  • Collaborate internally with the appropriate team members to create/maintain Conference Hospitality procedures and manual including timelines and etc.

  • Perform full post-conference reconciliation of all travel and hotel costs across departments with the Finance team.

  • Create a system for managing guest travel reimbursement disbursements in collaboration with the Director of Finance and Administration.

Other Duties:

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 

Qualifications:

  • Excellent listening skills.

  • Sense of humor.

  • Detail oriented and extremely organized.

  • Strong problem-solving skills but have the wherewithal to ask questions for clarity.

  • 2 - 4 years of directly relevant experience and/or experience in event/conference production.

  • Bachelor’s degree in Communications, Hospitality, or a relevant field is preferred.

  • Excellent negotiation, written, and oral communication skills and demonstrated diplomacy and tact engaging with executives, talent, and media.

  • Highly comfortable engaging with the public, being the “face” of an event, and ability to resolve issues with tact and poise.

  • Computer literate, proficient in all Microsoft Office Suite programs and Google Apps.

  • Highly proficient using Excel spreadsheets for data management and organizing information to create reports.

  • Demonstrated ability to establish and maintain cooperative working relationships across internal departments as well as with third party vendors and partners.

  • Ability to employ critical thinking and good judgment and maintain confidentiality of information.

  • Proven ability to manage time and prioritize tasks to meet goals and deadlines effectively.

  • Demonstrated ability to work independently and as a collaborative team member.

  • Commitment to personal and professional development.

  • Able to lift up to 25 lbs. and be on your feet for several hours at a time.

  • Excellent anticipatory skills with ability to think and plan ahead.

  • Maintain knowledge base of various comparable events at other organizations to maintain and stay current on industry best practices.

  • Experience in working with large budgets and best reconciliation practices.

  • Excellent organizational skills and managing large databases.

  • Well versed in project management software.

  • Ability to work under pressure and meet deadlines.

  • Valid Driver’s license.

  • Knowledge of hotels and venues in the Hollywood, CA area is a plus.

  • Experience working in a Nonprofit work environment is preferred.

  • Experience with Eventbrite and Grenadine is preferred but not required.

 

Compensation: $15/hour

How to Apply: Submit your resume, including cover letter detailing your qualifications, experience, and interest in Adobe PDF format to conferencejobs@documentary.org.


 

Conference Event Producer

 

POSITION TYPE: Exempt
POSITION EMPLOYMENT STATUS: Temporary/Seasonal. Full-Time, May 15, 2018 until September 30, 2018 Part-Time, 2 days a week until October 15, 2018
POSITION REPORTS TO: Director of Programming & Policy

POSITION PURPOSE: The Conference Event Producer position is an exciting opportunity to work as a key member of the IDA Getting Real 2018 Conference team and a chance to work behind the scenes at a major documentary event. With over 700 delegates attending from around the US and the world, the Conference Event Producer will oversee all production for the Getting Real Conference, providing organizational, administrative, and logistical support to ensure smooth running of operations. He/she will coordinate temporary staff and technicians, liaise with venue partners, and be involved in the production of all aspects of the conference including oversight of venues. He/she will have exceptional attention to detail, be committed and conscientious, with excellent organizational and people skills.

Responsibilities/Duties/Functions/Tasks:

Conference Production:

  • Assist with preparation of production schedules for partner venues, events, and general conference delivery.

  • Research, source, and coordinate hire of production infrastructure such as catering, A/V equipment, lighting, restroom rentals, theaters.

  • Effectively negotiate terms and conditions with venues, vendors, and partners to meet service expectations and ensures appropriate expense management.

  • Act as a point of contact and oversee technicians, crew, and contractors, in advance of, and throughout the conference.

  • Prepare schedules, timetables, call sheets, contact sheets, arrange hotels, catering, and registration for temp staff crew.

  • Coordinate furniture hire requirements for the conference and ensure smooth delivery, distribution, and collection.

  • Coordinate, monitor, and track hire equipment and infrastructure deliveries, use, and collections/returns.

  • Work with house management, technicians and projectionists at all venues.

  • Create on-screen content (e.g. name of sessions, marketing materials or film clip reels) in appropriate formats, ensuring delivery, distribution, and testing.

  • Create signage and instructions for conference venues.

  • Collate branded materials and on-screen content for sessions and events and distribute to venues and technicians while ensuring correct use during the conference.

  • Assist with the Volunteer Coordinator training day delivery and planning.

  • Work closely with and assign tasks and duties to the Production Assistant.

  • Coordinate security team, working closely with the security contractor to identify requirements, agree on a schedule, prepare information handbooks for security staff, and be first point of contact for security staff during the conference.

  • Make sure session video and audio recordings are made, collected, and archived, during the conference.

  • Perform site inspections and test all equipment to ensure that the venue is adequate and the equipment functions up to standard.

  • Inspects rooms and displays for conformance to needs and desires of the Director of Programming & Policy.

 

Administrative:

  • Collaborate internally with the appropriate team members to create/maintain Conference Event Producer procedure manual and Conference production handbook including timelines and etc.

  • Responsible for overseeing and adhering to the conference budget.

Other Duties:

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 

Qualifications:

  • Excellent listening skills.

  • Sense of humor.

  • Detail oriented and extremely organized.

  • Strong problem-solving skills but have the wherewithal to ask questions for clarity.

  • 3-5 years of directly relevant experience and/or experience in event/conference production.

  • Bachelor’s degree in Communications, Hospitality, or a relevant field is preferred.

  • Conference/Event Management Planning certification is a plus.

  • Excellent negotiation, written, and oral communication skills and demonstrated diplomacy and tact engaging with executives, talent, and media.

  • Highly comfortable engaging with the public, being the “face” of an event, and ability to resolve issues with tact and poise.

  • Computer literate, proficient in all Microsoft Office Suite programs and Google Apps.

  • Highly proficient using Excel spreadsheets for data management and organizing information to create reports.

  • Demonstrated ability to establish and maintain cooperative working relationships across internal departments as well as with third party vendors and partners.

  • Ability to employ critical thinking and good judgment and maintain confidentiality of information.

  • Proven ability to manage time and prioritize tasks to meet goals and deadlines effectively.

  • Demonstrated ability to work independently and as a collaborative team member.

  • Commitment to personal and professional development.

  • Able to lift up to 25 lbs. and be on your feet for several hours at a time.

  • Excellent anticipatory skills with ability to think and plan ahead.

  • Maintain knowledge base of various comparable events at other organizations to maintain and stay current on industry best practices.

  • Experience in working with large budgets and best reconciliation practices.

  • Excellent organizational skills and managing large databases.

  • Excellent project management abilities.

  • Previous Associate Producer experience.

  • Ability to work under pressure and meet deadlines.

  • Experience in event or festival planning and delivery

  • Valid Driver’s license.

  • Basic First Aid certificate.

  • Experience working in a Nonprofit work environment is preferred.

 

Compensation: $20K

How to Apply: Submit your resume, including cover letter detailing your qualifications, experience, and interest in Adobe PDF format to conferencejobs@documentary.org.


 

Staff Accountant

 

POSITION TYPE: Exempt
POSITION EMPLOYMENT STATUS: Full-Time
POSITION REPORTS TO: Director of Finance and Administration

POSITION PURPOSE: The Staff Accountant at the International Documentary Association (IDA) will provide support to the Director of Finance and Administration and will be responsible for managing all of the day-to-day work in the Accounting department. This includes A/P, A/R, Budgeting, General bookkeeping, and Payroll.
This important role will assist in ensuring that the right processes and controls are in place to drive our organization ahead as we grow. He/she will own their own projects, identify and address areas of improvement within our accounting function, take ownership of core operational areas, quickly master new concepts and processes, and handle job duties with excellent judgment.

Responsibilities/Duties/Functions/Tasks:

Accounts Payable:

  • Expert knowledge and understanding of the full-cycle of A/P.

  • Resolve inquiries, discrepancies, and disputes with vendors in a timely and professional manner.

  • Process, code, and enter all bills and expense reports with accuracy making sure to cross reference to the budget.

  • Responsible for enforcing IDA’s accounting policies and alerting other departments to G/L coding errors.

  • Responsible for low-moderate volume weekly Check run in its entirety including ACH/Wire Transfer payments and coordination with remote Check signers.

  • Prepare 1099-Misc and 1042 forms at year end and stay current on all federal and state laws.

  • Prepare labels and maintain a filing system for all accounting department files.

  • Manage and reconcile Petty Cash account and requests.

  • Monitor payment terms and assure that we are taking advantage of discounts and long payment terms.

  • Ensures that W-9 forms are received before processing payments to Vendors.

 

Accounts Receivable:

  • Expert knowledge and understanding of the full-cycle of A/R.

  • With excellent attention to detail and accuracy, enter and create Pledges for Donors and Invoices for IDA Documentary magazine ads, event sponsorship(IDA Awards), Website Advertising, Event tickets, Program ads, Newsletter ads, and Email Marketing (E-blasts).

  • Prepares, creates, and enters Donor Receipts and Deposits for moderate-high volume FSP program Donors.

  • Follow-up on delinquent A/R payments at the direction of the Director of Finance &Administration.

  • Provide information and reports (regular and ad hoc) including weekly A/R Aging reports to the appropriate senior staff members.

  • Regularly interface with the Development department to ensure accuracy of Invoice and Pledge amounts.

  • Routinely reconcile revenue for Conference, Donations, Event, Advertising, and Membership with the appropriate departments.

  • Process credit card payments and invoicing via Authorize.net.

  • Monitors weekly PayPal, Intuit, Eventbrite, Authorize.net, Classy/WePay, and USA ePay/UMS merchant accounts for Donation, Event, and Membership activity for data entry into QuickBooks.

  • May work on-site at Events as necessary to ensure revenue is properly received and recorded.

  • Arrange for cash deposits to be delivered to bank.

 

Payroll:

  • Expert knowledge and understanding of the full-cycle of Payroll processing and protocols.

  • Process semi-monthly payroll in accordance with APA policies, federal, state, and local laws with current payroll provider, Zenefits, for <20 employees.

  • Ensure paychecks are correct and processed on time.

  • Analyze and reconcile quarterly payroll tax filings.

  • Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) certification is preferred but not required.

  • Assist with new hires, salary changes, and terminations in payroll system.

  • Set-up and interface with Zenefits to ensure 401(k), Commuter Benefits, and FSA deductions are correct.

  • Monitor and maintain records for Leaves of Absence, Vacation, Holiday, and Sick time balances and ensure amounts are correct.

  • Responsible for the coordination efforts between payroll, human resources, budget and other departments to ensure proper flow and maintenance of employee data (including overtime, doubletime, electronic timesheets, and etc.).

  • Understanding and experience with processing payroll with multi-state and international employees.

  • Comprehensive understanding of fundamental payroll tasks, such as paycheck calculations, taxation principles, reporting, and journal entries.

  • Ensures that annual and quarterly tax filings such as W-2, W-3, DE9, and 941 are reconciled and correct.

  • Make suggestions to improve the payroll system.

  • Strong skills using and understanding the flow of transactions in an integrated and automated payroll accounting system.

 

General Accounting Duties:

  • Perform other accounting, financial, or administrative tasks as may be required and sometimes on short notice for the Accounting department.

  • Analyze current procedures and recommend changes to develop and implement best practice accounting procedures.

  • Open mail with Office Manager on a daily basis.

  • Assist with journal entries.

  • Assist with Budget development.

  • Respond to ad hoc analytic requests from the Director of Finance & Administration.

  • Maintain the Fixed Asset and associated Depreciation schedule.

  • Prepare correspondence as needed within the department.

  • Manage employee credit card acknowledgement forms.

  • Participate in the maintenance of accounting policies and procedures.

  • Assure compliance with organizational accounting policies and procedures.

  • Assist Development team in reviewing contract compliance on fiscal issues to ensure IDA meets all contractual obligations as well as draft budgets and provide fiscal information for new grant applications and renewals.

  • Implement and carry out accounting procedures according to GAAP (Generally Acceptable Accounting Principles) and in compliance with all laws, regulatory requirement and best practices acceptable to the organization.

  • Develop and Maintain Staff Accountant procedure manual and Task Calendar List.

  • Ability to perform monthly and annual closeout of books and assist with production of financial statements.

  • Prepare any schedules, planning, or other needs related to our annual Audit.

  • Assist with monitoring and reporting of financial performance on government contracts and analysis needed.

  • Prepare mailings for the Accounting Department.

  • Maintains and updates the Investment Rollforward schedule.

  • Assist the Director of Finance & Administration in tracking and maintaining company
    insurance policies.

  • Ensures internal financial auditing as needed to help prepare for our annual audit and contract monitoring.

 

Other Duties:

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 

Qualifications:

  • BA in Accounting, Business, Economics, or similar field of study is highly desired(equivalent on the job experience will also be considered).

  • Ability to multi-task and meet deadlines in a fast-paced environment.

  • Certified Management Accountant (CMA) Certification preferred but not required.

  • Experience working in a Nonprofit work environment is required.

  • At least 3-5 years of Fund Accounting experience required.

  • Experience working within the documentary, film, or arts industry is preferred; a passion for documentary film is highly desired.

  • American Institute of Professional Bookkeepers Certification(AIPB) preferred but not required.

  • Must have excellent work habits, including a willingness to work the hours necessary to get the job done, especially when important deadlines cause greater than normal departmental pressures.

  • Advanced computer skills with emphasis on all Microsoft Office Suite programs, Google apps, and Donor databases. Salesforce is preferred.

  • Intermediate-Advanced Excel experience required (“IF” formulas, Pivot tables, VLOOKUP, and etc.)

  • Excellent anticipatory skills with ability to think and plan ahead.

  • Enjoys working with diverse multi-functional teams.

  • Commitment to personal and professional development.

  • Proactive approach in taking on responsibility and willingness to pitch in and help others when necessary.

  • Ability to employ critical thinking, good judgment, and maintain confidentiality of information.

  • Demonstrated ability and willingness to assist in fiscal analysis, budget development and fiscal management.

  • Must be a good writer in order to handle the occasional administrative needs of the department.

  • Advanced experience with QuickBooks or similar accounting software required.

  • Experience with PayPal, Intuit, Eventbrite, Authorize.net, Classy/WePay, and USA ePay/UMS is a plus.

  • Excellent organizational, problem-solving, project management and communication skills.

  • Must be detail oriented and outstanding at prioritizing assignments for timely completion of projects.

  • Demonstrated knowledge of acceptable auditing practices and procedures.

  • Excellent interpersonal skills.

  • Mastery of Email and the Internet.

  • Sense of humor.

 

Compensation: Commensurate with experience

Benefits: 401(k), 100% Employer paid Health, Dental, Vision, Life Insurance, and Long Term Disability. Ten (10) days of vacation, six (6) sick days, twelve (12) paid holidays, five (5) paid days for winter break.

How to Apply: Submit your resume, including cover letter detailing your qualifications, experience, and interest in Adobe PDF format to jobs@documentary.org by February 16, 2018.