Company Overview:
The Bowness Community Association (BCA), located in the heart of Bowness, was established in 1963. A volunteer Board of Directors, passionate staff, and countless members and volunteers contribute to making Bowness one of the best communities to live in in Calgary. We aim to be an inclusive and welcoming space that brings the community together through programs and services, by providing a hub of information and a voice for community members, and by promoting resident participation to create an engaged, connected and proud community of choice. We strive to be an employer of choice by promoting work life balance, meaningful work, and fun!
Position Summary:The Office Administrator supports BCA’s operations team, acting as a key point of contact for stakeholders and guests. This role focuses on exceptional customer service, rental management, and administrative tasks. A commitment of 36 hours per week in office is required, with flexibility to work events, evenings, and weekends when needed.
The ideal candidate is organized, detail oriented, and comfortable working collaboratively in a dynamic environment.
Skills and Experience:
- At least 1 year of experience in an administrative or similar role.
- High school diploma or equivalent; additional certification or training related to office administration is preferred
- Experience in accounts receivable or billing an asset
- Exceptional communication and customer service skills
- Proficiency in Google Workspace (Gmail, Docs, Sheets, Forms) and CRM or database management
- Experience in web-based program management, e-commerce, and/or facility scheduling an asset
- Strong organizational skills, with the ability to prioritize tasks and meet deadlines.
- Ability to work collaboratively as part of a team while remaining self-motivated and independent.
Key Responsibilities:
- Serve as the first point of contact in the main office, providing outstanding customer service to residents, members, and visitors.
- Ensure systems are in place for adequate office coverage, including time off planning.
- Manage email, phone, and walk-in inquiries, staying informed on BCA activities and programs.
- Assist the ED with high level seasonal planning for all facility entities.
- Manage facility rentals (ice arena, main hall, meeting rooms, kitchens, The Landing) from inquiries and contracts to invoicing, tours, and deposit refunds, including rental financial analysis
- With support of the ED, manage budget for rental revenues
- Collaborate with the ED, and community support team to increase facility revenue through rentals, events, and programming opportunities
- Manage the online phone system and IVR routing processes associated with the office and facility
- Work closely with Facility Team Lead on staffing and rental needs to ensure positive guest experience and that the facility team is well-prepared for upcoming rentals and programs
- Invoice for operations including room rentals, ice rentals, damage deposits, etc. and follow up on late payments and apply fees are when applicable
- Work with the Communications team to promote facility rentals and programs and ensure accurate and current information on facility rentals and programs through various channels such as social media, newsletters, and the website.
- Provide statistical reports on facility usage, program registrations, and revenue trends including monthly reports to the Executive Director
- Manage the administration of internal programming such as shinny, pickleball including entering program information into the communal system and maintain the registration and sign up processes
- Identify gaps in current operational processes and implement new system and software capabilities to streamline operations
- Manage the BCA key inventory and work with HR to ensure both internal and external users have the keys required to access the facility
- Help BCA members to renew memberships as needed, ensuring accuracy, privacy legislation is followed, and promote the benefits of membership
- Perform other administrative duties as required
Pay: From $25.00 per hour
Benefits:
- Casual dress
- Extended health care
- Life insurance
- Paid time off
Work Location: In person
