Job Description

Job Overview

We are seeking a highly organized and proactive Office Manager to replace our current person.

The office manager oversee daily operations within our office environment. The ideal candidate will possess strong leadership skills, excellent communication abilities, and a comprehensive understanding of administrative functions. This role is vital in ensuring smooth office workflows, managing staff, and maintaining efficient vendor and client relationships. The Office Manager will serve as the central point of contact for administrative tasks and team coordination, contributing to a productive and professional workplace.

Must not be a member of an Elks Lodge. Criminal record check is required. Hours to be discussed at time of interview.

Successful candidate must be comfortable working alone in a small office. Successful candidate must be comfortable working with a different board of executives every June, who are volunteers and might not be located in the Lower Mainland area.

Successful candidate must be comfortable and willing to travel out-of-town for the following meetings:

Annual General Meeting : End of May ~ Beginning of June
Spring Meeting : April
Fall Meeting : September

Duties:

1. Perform administrative duties such as letters, forms, booklets, certificates and update Constitution, By Laws and Regulations.

2. Ensure that the Society report is done after Conference each year

3. Maintain a filing system including lodge reports, committee reports, meeting reports and finance reports.

4. Support the Executive/Board of Directors, committees, and regional directors.

5. Booking hotels and meeting rooms and travel arrangements for Executive members and committees.

6. Support for Executive Meetings, including agendas, create and distribute minutes, and provide any additional information during meetings. To attend and record all Executive/Board meetings

7. Responsible for maintaining the photocopier, purchasing office supplies and supplies for meetings as required.

8. Responsible for janitorial services to the office

9. Responsible for Conference Booklet and Proceedings Booklet following. Responsible for Agendas, providing plaques, name tags, business cards and recording the Conference. Receiving all reports related to conference and the distribution of the booklet after the conference

10. Responsible for all telephone calls related to the BC Elks Association and Camp Society as well as booking all groups into camps and rapport with the Caretakers.

11. Responsible for recording and paying all bills for the BC Elks Association and the Camp Society, as well as all expenses by the Executive/Board, Committees and Regional Directors

12. Responsible for the everyday running of an office.

13. Responsible for processing VISA/MC's daily during the fundraising period as well as recording and processing all cheques and cash.

14 Responsible for all banking for the BC Elks Association and the Camp Society. MUST be familiar with Sage 50 and electronic / online banking.

15. Follow the dictates of the President of Day and what they need or require.

16. Public relations

17. Responsible for applying for property exemptions for the camps

18. Responsible for receipts for donations to the Camp Society.

19. Responsible for fundraising program in recording cheques, checking and doing receipts and banking all cheques. Processing VISA/MC daily during the fundraising period. (Telemarketing)

20. Responsible to mailing out cheques and keeping a bank account for the BC Division of the Fund For Children.

21. Be a resource person for the members of the BC Elks Association Lodges as well as the Executive and Board of Directors.

This position offers an opportunity to play a key role in maintaining an efficient office environment while developing leadership skills within a dynamic organization.

Attn: Mr. Laurie K. or/ Ray F.

Job Types: Full-time, Part-time, Permanent

Pay: $25.00-$29.00 per hour

Expected hours: 32 - 40 per week

Benefits:

Casual dress Company events Mileage reimbursement On-site parking
Work Location: In person

Expected start date: 2026-01-05