Job Description

Join Beacon Community Services as the Office Administrator and play a key role in supporting the day-to-day operations of the SHOAL community centre. This is an exciting opportunity to use your organizational and communication skills to create a welcoming environment for clients, volunteers, and staff. You will manage bookings, coordinate volunteers, and provide administrative support across a variety of programs and services. You will also be the go-to person for the new database systems. If you thrive in a dynamic setting and enjoy helping others, apply today

Benefits Include:

Making a difference in people's lives every day Comprehensive extended Health and Dental Municipal Pension Plan with employer contributions Generous paid leave

Days/Hours of Work:

Tuesday to Friday 8:00 am - 4:00 pm, Saturday - 9:00 am to 5:00 pm (37.5 hours per week)

Closing Date:

Applications will be accepted until July 7, 2025, at noon. In-person interviews will take place on July 10, 2025

POSITION SUMMARY:

Reporting to the Manager of the SHOAL Community Centre, the SHOAL Office Administrator plays a vital role in supporting the day-to-day operations of the SHOAL Activity Centre. This position is responsible for providing high-quality administrative, clerical, and database support to staff, volunteers, and program participants. The role is essential to fostering a welcoming and organized environment that supports community programs and services. The Office Administrator upholds Beacon Community Services' values by demonstrating professionalism, strong interpersonal skills, and a commitment to service excellence

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KEY RESPONSIBILITIES

Customer Service & Front Desk Support

Welcome and assist all visitors, members, and clients, modelling exceptional customer service Respond to general inquiries in person, by phone, or by email in a timely and professional manner Open and/or close the Centre daily and complete cash-out procedures Support clients and volunteers with membership, registration, drop-in fees, rentals, and meal card transactions

Volunteer Coordination

Oversee scheduling and coverage for the receptionist and Tuck Shop volunteers Train, orient, and provide ongoing support to new office staff and volunteers

Facility & Calendar Management

Maintain activity centre calendars Notify participants and staff of booking details and changes. Ensure the SHOAL center is prepared and organized for the next day's programs and events.

Administrative & Office Support

Organize, file, and maintain physical and digital documents. Order office supplies and manage inventory Assist with office software use and troubleshoot basic technical issues Draft internal communications, prepare promotional materials, and contribute content for Beacon's internal and external communications

Database & System Management

Support staff, volunteers, and clients with the recreation centre database, client database, or other software that supports the operations of the centre Maintain and update database information, track transactions, and generate reports as required

Program & Event Support

Collaborate with the Activity Centre Coordinator and other staff in the planning and delivery of programs and events. Support the development and implementation of administrative procedures and policies for recreation services.

Health, Safety & Emergency Response

Act as First Aid First Responder for SHOAL, including Assisted Living Maintain first aid supplies Serve as the SHOAL's Joint Occupational Health and Safety Committee representative, ensuring compliance with safety protocols Follow safe work procedures and report hazards, injuries, and equipment malfunctions Perform other related duties as assigned to support SHOAL operations

EDUCATION AND EXPERIENCE:

Post-secondary training in office administration, recreation management, or a related field preferred. 2 years of administrative experience in a fast-paced, customer service-oriented environment. First Aid certification (or willingness to obtain) is required.

SKILLS AND ABILITIES:

Excellent interpersonal skills with a strong customer service orientation Excellent communication skills, both written and verbal Strong organizational and time-management skills with the ability to manage multiple priorities effectively Comfortable working independently and collaboratively as part of a team Proficient in Microsoft Office (Word, Excel, Outlook) and database systems Strong attention to detail with the ability to track and manage information accurately Ability to troubleshoot basic office technology issues Ability to exercise sound judgment and maintain confidentiality

ADDITIONAL INFORMATION:

Beacon Community Services serves vulnerable populations, including seniors, people with disabilities and children. Protecting these people and our teams on whom they rely is critical to us. Accordingly:

All successful applicants must consent to a Solicitor General's Criminal Record Check. All successful applicants are required to disclose their COVID-19 vaccination status upon hire. Depending on future public health developments, Beacon may implement a vaccination requirement as a condition of ongoing employment for all our workplaces.

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