Front Desk Administrator NOC 13100 Full Time

About the Organization
The Bamfield Marine Sciences Centre (BMSC) is searching for a team player interested in making meaningful contributions that will support life-changing exploration and discovery in coastal and marine environments. For almost 50 years, the BMSC has supported year-round education and research on the west coast of Vancouver Island. BMSC is owned and managed by a not-for-profit organization, the Pacific Marine Science Alliance Society.

Job Profile
This is a regular, full-time position. Reporting to the Head of Finance & Administration, the Front Desk Administrator performs many functions related to guest services administration, financial management, organizational governance support, and retail operations. The position holder is often the first person to greet students, clients, and newcomers to BMSC. The position is central to the process and efficiency of our organization. We are a small organization and all staff work collaboratively, including participating in strategic initiatives that enhance community engagement and partnerships for the BMSC as well as supporting clients.

Key Responsibilities
Front Desk Operations and Services:
• Greet and welcome guests in a friendly and professional manner.
• Check-in and check-out guests, ensuring accurate information is recorded.
• Manage property management software systems.
• Assist guests with inquiries and provide information about BMSC facilities and services.
• Handle guest complaints or concerns, escalating to management when necessary.
• Answer phone calls, take messages, and redirect calls as necessary.
• Assist in the general administration and guest services of the main office.
• Maintain the cleanliness and organization of the front desk area.
• Order supplies and manage inventory

Financial and Accounting Functions:
• Process payments and maintain accurate records of transactions.
• Invoice clients and manage accounts receivable.
• Follow up with customer payments and accounts.
• Perform bookkeeping tasks using QuickBooks Online.
• Maintain accurate financial records and support financial reporting.
• Process gift shop sales transactions and manage inventory

Administrative and Governance Support:
• Schedule and coordinate meetings and assist in organizing governance activities consistent with registered charities.
• Maintain company records and perform data entry tasks.

Terms of Employment
• Job Type: Permanent, Full-time
• Hours of Work: 37.5 hours per week
• Schedule: Day shift, Monday to Friday
• Language of Work: English

Compensation and Benefits
• Wage: $28-30 per hour.
• Benefits Package: A comprehensive benefits package is offered, including:
◦ Medical Services Plan (MSP) premiums paid by the employer
◦ Extended Health Care
◦ Dental Plan
◦ Group Life Insurance and Long Term Disability (LTD)
◦ Eligibility to join the University of Victoria (UVic) Pension Plan with employer matching
◦ Employee and Family Assistance Program (EFAP)
◦ Paid vacation time and statutory holidays
◦ Overtime pay

Skills and Requirements
• Education: Completion of secondary school is required. A post-secondary diploma in business administration, accounting, or a related field is an asset.
• Work Experience: A minimum 6 months previous experience in an administrative role, guest services, bookkeeping, or retail management is required.

• Technical Skills:
◦ Proficient with Microsoft Office Suite (Windows, Excel, Word, Outlook).
◦ Experience with QuickBooks Online or similar accounting software.
◦ Experience with property management software systems.
◦ Ability to learn and adapt to new software systems.

• Core Competencies:
◦ Excellent communication, interpersonal, and writing skills in English.
◦ Strong attention to detail and problem-solving abilities.
◦ Organized and able to work independently with little supervision.
◦ Ability to manage multiple responsibilities and prioritize tasks effectively.
◦ Customer service oriented with a professional demeanor.
◦ Basic bookkeeping and financial management skills.
◦ Demonstrates a strong commitment to maintaining confidentiality and safeguarding sensitive information at all times.

Please apply by email to [email protected] or by mail to the business address above.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.