Office Administrator, Front Desk

Role: Office Administrator, Front Desk

Hours: Full Time, 40 Hours

The Front Desk Administrator serves as the first point of contact for all visitors, members, vendors, and general clientele in person, email and over the phone. This role is responsible for delivering an exceptional guest experience by providing professional, welcoming, and efficient customer service at all times. The Front Desk Administrator supports the daily operations of the office by managing reception duties, coordinating administrative tasks, maintaining office supplies, and ensuring the workspace functions smoothly and efficiently.

We are seeking a proactive and service-oriented individual who is passionate about creating positive interactions and is strongly aligned with BCWF's mission, goals, and values. The office is conveniently located near Hwy 1 and the Golden Ears Bridge. Standard hours of work are Monday to Friday, 8:00am–4:00pm, with occasional evenings, weekends, or extended hours required to support activities and events.

This position is 100% in-office.

Core Responsibilities

Reception & Customer Service

• Serve as the first point of contact for all visitors, members, vendors, and general clientele, both in person and by telephone.
• Provide exceptional customer service by responding to inquiries, offering assistance, and referring individuals to appropriate staff or departments.
• Facilitate the needs of all walk-in traffic related to BCWF programs, including Conservation and Outdoor Recreation Education (CORE), Membership, merchandise sales, and lottery tickets.
• Maintain a welcoming, safe, and clean reception, administration, and common area environment.
• Manage security and visitor protocols by following established procedures.
• Handle all incoming mail, shipping, and receiving; liaise with departments regarding mail distribution, courier requirements, and other general office needs including tasks related to the online store.

Administrative Support

• Provide administrative support to CORE Programs, Membership, and other departments as required.
• Assist with day-to-day office operations, including maintaining office equipment, troubleshooting issues, and scheduling service calls.
• Order, replenish, and track inventory of office supplies, materials, and general resources.
• Process incoming and outgoing correspondence via email, regular post, or courier.
• Facilitate filing and archiving of operational and financial documents in accordance with established procedures.
• Support finance by performing routine administrative tasks such as record-keeping, filing, and processing payments.
• Assist the marketing and communications team with the preparation and distribution of materials, correspondence, and promotional items.
• Provide logistical and administrative support during tradeshows, events, and outreach activities.

Data & Member Services

• Utilize the MyBCWF CRM platform to respond to and execute member requests, update member records, manage inquiries, and process membership-related transactions.
• Assist with database administration in Raiser's Edge and Access, including data entry, reporting, running queries, processing payments, and managing membership renewals.
• Ensure accuracy, confidentiality, and completeness of all member and donor information.

Other

• Perform additional duties as assigned to support the efficient operation of the office and the delivery of BCWF programs and services.

Competencies and Skills

Work Experience:

• Minimum two years' previous administration, reception, and customer service experience, preferably within a membership-based charitable, non-profit environment.
• Previous experience working with customer resource management (CRM) databases (ideally Raisers Edge and Access) is a plus, but not a requirement.
• Proficiency working in a Windows/Microsoft environment, including Word, Excel, Outlook, PowerPoint & Access, and Adobe Acrobat

Knowledge, Skills, and Abilities:

• Must have experience handling/managing cash and cash management/inventory systems
• Must adhere to policies regarding confidentiality, information security, privacy, and compliance
• Intermediate skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, Access, PowerPoint, Outlook), related databases and other computer related systems and tools
• Ability to:
• communicate clearly and concisely
• multitask in a busy office environment
• keyboard at 50 WPM
• work effectively, both independently and as part of a team
• effectively prioritize workload and meet deadlines
• maintain effective interpersonal and organizational skills
• maintain effective working relationships

Education:

• Post-secondary education or formal training in Office Administration and/or customer service (Certificate or Diploma preferred)

Job Types: Full-time, Permanent

Pay: From $22.00 per hour

Ability to commute/relocate:

• Surrey, BC V4N 3M2: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Reception: 2 years (required)
• Administrative: 2 years (required)

Work Location: In person