Job Description

Front office & member support

About the role

We're looking for a trusted, self-motivated Office Assistant with a strong customer

service

focus. You'll keep the front office running smoothly, welcoming members, responding promptly and professionally to inquiries, and ensuring information is accurate and current. You work

independently

with minimal supervision, setting priorities and solving problems as they arise while showing

strong teamwork

with other staff and volunteers.

Computer proficiency and proven bookkeeping experience are essential;

you'll use them daily to manage records, payments, and day-to-day operations.

The Day-to-Day Duties:

Answer calls and emails; handle membership, hall rental, and general inquiries with professionalism. Provide informed tours of the Main Hall; direct visitors to other venues/committees as needed.

Administration & records

Prepare calendars, informational binders, and documents for Executives and Directors. Maintain orderly digital and paper filing systems, post updates on the website and the Main Hall bulletin board. Draft, format, proofread, print, and photocopy association documents. Perform accurate data entry and keep membership records current (cards, decals, gate keys/cards).

Cash handling & bookkeeping

Safeguard confidential information and funds; receive payments from venues, members, and the public. Create invoices, process POS transactions, prepare bank deposits, and manage floats/petty cash. Assist with basic accounting tasks and reconciliations in

Sage Accounting

(Sage 50 or similar).

Facilities & operations

Open the Main Gate at 08:00 on Resident Caretaker days off and lock it when you depart. Monitor office supplies/equipment and coordinate timely replenishment or service.

Teamwork & problem-solving

Spot issues early, propose practical fixes, and follow through. Document new processes. Collaborate with the Office Administrator and association leadership; take on other duties as needed.

Required Skills and Attributes

Proven independence and self-motivation:

Able to create a daily plan, set priorities, and deliver without hand-holding.

Problem-solving mindset:

Assess situations, make sound decisions, and escalate appropriately.

Bookkeeping experience:

1+ year handling cash, invoicing, deposits, floats/petty cash, and reconciliations; confident using

Sage Accounting

.

Strong computer skills:

Microsoft Office and Google Workspace (Docs/Word, Sheets/Excel, Drive), email and database/CRM use, basic website content updates, and POS operation.

Accuracy and discretion:

Meticulous with data and documents; able to consistently maintain confidentiality.

Communication & service:

Clear, respectful communicator with a positive, member-focused approach.

Organisation:

Able to juggle multiple tasks, track details, and meet deadlines in a busy environment.

Considered an Asset

Certificate or diploma in Office Administration or similar Experience maintaining web pages/content management systems. Familiarity with membership-based or non-profit environments.

Workplace Environment

Scenic views Casual dress On-site parking
French Not Required

Work Location:

In person

Job Type: Full-time

Pay: $24.50-$25.50 per hour

Expected hours: 37.5 per week

Benefits:

On-site parking
Work Location: In person