Office Administrator

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. 

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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