Office Assistant

5 days ago

Cumberland, Canada Courtenay & District Fish & Game Protective Association Full time

**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 mínimal 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**:

- 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**.
- **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

Pay: $24.50-$25.50 per hour

Expected hours: 37.5 per week

**Benefits**:

- On-site parking

Work Location: In person

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