Office Administrator

6 months ago

Etobicoke, Canada Etobicoke Yacht Club Full time

**About us**

We are professional and agile.

Our work environment includes:

- Modern office setting
- Food provided

The Administrative Assistant will be responsible for supporting the smooth and efficient running of the Etobicoke Yacht Club (EYC) with a focus on administrative and operational excellence.

Reporting to the Club Manager, this person will have the responsibility to facilitate data entry and maintenance of the organization’s infrastructure systems, including the events on the EYC Clubhouse Online (CHO) website, and the Jonas Club Management system (JCM). The Administrative Assistant supports the implementation of EYC planning by providing accurate and timely entry of financial, membership, event, and other operational data.

This is a full-time, permanent, in-person position, required to be in the office Monday-Friday 10:00am-6:00pm each week.

The Administrative Assistant will assist with the following duties (but not limited to):
Membership Data Organization
- Maintain and organize membership data in a systematic manner
- Update and manage member profiles as needed

Data Input
- Accurately input and update data in the club’s database
- Ensure data integrity and confidentiality
- Craft engaging and informative content for member communications

Calendar and Website Updates
- Manage and update the club’s calendar of events
- Ensure the website is regularly updated with relevant information

Ticket Sales
- Handle ticket sales for club events
- Coordinate with members and staff to facilitate smooth transactions

Office File Storage
- Organize and maintain physical and digital office files
- Implement an efficient filing system
- Maintain and organize filing system for financial and administrative documents
- Monitory and replenish office supplies as needed

Site Tours
- Coordinate and schedule site tours for potential members

Onboarding and Exit interviews
- Assist in the onboarding process for potential new members
- Follow up with new and existing members
- Conduct exit interviews for departing memberships and staff

Phone Etiquette
- Manage phone during office hours
- Return messages

Manager Assigned Jobs
- Undertake tasks as assigned by the Club Manager
- Assist in succession planning
- Contribute to the development of new initiatives to enhance club operations
- Generate reports as required

System Updating and Creation
- Update and create systems for efficient workflow
- Preparing reports and surveys

Other
- Sending and receiving mail and packages

Other duties as required

**Membership Administration**:
Assist publishing position postings

**Financial Administration**:
Processing cheque deposits
Entering data, issuing invoices and tracking payments for members

Accounts receivable practices on outstanding payments

Annual billing assistance

**Qualifications**

Strong organizational abilities and time management skills
Top-notch administrative and project management skills
Excellent communications skills (written and oral)
Strong interpersonal skills that include listening, responsiveness and a professional, customer
- service oriented approach to all situations
Advanced computer skills
Working knowledge of Excel spreadsheets and formulas
A minimum of two (2) years’ related work experience
College or University graduate is preferred
Strong financial acumen is helpful
Understanding of the hospitality and/or club management industry desirable
Bilingual in English/French is an asset

**Salary Details**

Annual salary TBD, comprehensive benefits plan and paid time off - flexible work environment

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

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- Weekends as needed

Supplemental pay types:

- Bonus pay

**Education**:

- Bachelor's Degree (preferred)

Ability to Commute:

- Etobicoke, ON M8V 3X7 (required)

Ability to Relocate:

- Etobicoke, ON M8V 3X7: Relocate before starting work (required)

Work Location: In person

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