Booking Coordinator

Date Posted: Sep 12, 2019
Application Deadline: Oct 08, 2019
Start Date: Jan 02, 2020

Salary Range: Other
Additional Salary Information: $20/hour to start, 30 hours a week
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: N/A
Organization's Field/Discipline: Business
Job's focus: Administrative
Job Type: Other
Career Level: Intermediate

Organization Description

Artbooks is a centrally located 30-year-old artist-focused tax practice and we pride ourselves on having a family spirit of trust and accountability. We are a unique, laid back office with a dedication to helping artists and entrepreneurs gain confidence in their relationship with filing their taxes. 

Job Description

Artbooks is seeking a booking coordinator for the 2020 tax season, with the position starting on January 2nd 2020 and ending June 30th 2020. The booking coordinator works closely with Artbooks’ management to ensure that each tax season is successfully implemented. The main responsibilities include scheduling appointments, client relations and administrative and technical responsibilities.
This position will appeal to someone who has a strong connection to the local arts community, stellar people skills, is a strong team player and has exceptional organizational skills. A comfort and familiarity with IT is a big plus. Precedence given for applicants who could make the six month period with their activities in the other six months - such as an art practice, as it would be beneficial to find an applicant interested in returning the following year.
Scheduling Responsibilities
  • Assess clients’ tax needs and determine if they would be suitable clients for Artbooks
  • Set up physical files required for tax appointments
  • As cancellations occur, book a client into the open spots so that there are no gaps in the schedule.
Client Relations
  • Greet clients as they come into the office, make sure they are comfortable and provide tea or coffee.
  • For new clients, explain Artbook’s process which is set out in the training/file path diagram.
  • Answer all e-mails, incoming telephone calls and respond to telephone messages as quickly as possible.
Technical Responsibilities
  • Liaise with IT specialist when required
  • Provide assistance to staff on simple computer problems
  • Assist management with long term priorities
Administrative Responsibilities
  • Order office supplies and ensure inventory is kept up to date.
  • Prepare monthly petty cash reports.
  • Create Client invoices on a semi-weekly basis.


Prerequisites for position
  • Arts background and familiarity with the arts cultural scene in Toronto
  • Front line reception or customer-service experience
Technical skills
  • Strong Mac knowledge
  • Working PC knowledge    
  • General comfort with:
  • Word, Excel, Mail, Filemaker Pro       
Communication skills
  • Great oral & written communication skills; ability to communicate well with clients and staff by email, telephone and in the office
  • Able to treat clients in a warm and empathetic manner
  • Handles all client matters with tact and discretion and respects client confidentiality at all time
  • Note: very friendly Golden Retriever on premises
Scheduling and Administrative Skills                                        
The Booking Coordinator must be able to schedule all tasks so that they can be done within a short time period in a hectic working environment. To achieve this the coordinator should be:
  • Proactive and great at prioritizing all aspects of the workload; able to meet all deadlines
  • Well organized, with meticulous work habits
  • Able to work comfortably in an office environment where there are many people in a small space
  • Able to work autonomously and be able to support the other members of the Artbooks Team
  • Able to bring problems to the attention of appropriate coordinator; seeks assistance when necessary to ensure that technical and other matters are being carried out according to Artbooks processes.
  • Ability to check own work for accuracy and completeness       

How to Apply:

Please send a cover letter and resume to 


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