Office Administrator Jobs

ADMINISTRATOR

Heritage Village Recreation Club

The Administrator is responsible to the Heritage Village Recreation Club Board of Directors and reports directly to the President and the Human Resources Committee. The position is Full-Time for 5 days a week, 8:00 AM to 4 PM 7 ½ hours a day – 37 ½ hours a week.

Salary Range is $55,000 to $62,000 per year

WHO WE ARE: Heritage Village Recreation Club is a Clubhouse that provides the residents of Heritage Village with a broad range of programs and activities to enhance the quality of life in this primarily active adult community. Facilities include; a main office, auditorium, 3 kitchens, lounge, a salt water pool, 2 saunas, change rooms, library, party room, meeting rooms, craft room, billiard room, games room, exercise room and workshop. The numerous activities taking place in the clubhouse at any one time throughout the day are run by volunteers and include aqua fit, pickleball, fitness programs, bridge, euchre, social gatherings to name a few.

WHO WE ARE LOOKING FOR: We are looking for a leader and a self-starter to manage all aspects of a very busy clubhouse. This candidate represents Heritage Village Recreation Centre and, as such, interacts with all members, volunteers, volunteer committee chairpersons and guests in a positive, friendly and professional manner. The successful candidate not only works to support and maintain the current programs, events and activities but looks to enhance the experience of the members by adopting new activities or programs if warranted.

TO ENSURE SUCCESS: The candidate must work closely with a Board of Directors to provide financial reports including budgeting and strategic planning, prepare agendas, take and prepare meeting minutes, schedule, plan and prepare all information for the annual AGM and handle all correspondence and reports as required.

An Administrator for HVRC is responsible for supporting all the day-to- day operations of the clubhouse including record keeping, financial reports, banking and office administration and maintaining a database of all members. .

The administrator develops a rapport and works closely with the chairs of all volunteer committees within the clubhouse.

Duties

Administration - 60%

• Be responsible for compliance of HVRC bylaws, policies and procedures.
• Supervise other employees. (Currently one cleaning personnel)
• Prepare all forms for personnel, purchasing, banking and office administration etc.
• Prepare appropriate budgets for each event and advise as necessary
• Record keeping of all financial transactions and ticket sales.
• Work closely with the Property and Maintenance Committee and Management Company.
• Prepare notices, signs and paperwork for all activities and events at the clubhouse and, when necessary, provide leadership, coordination and mentoring to all volunteer chairpersons and their committees. .
• Maintain an up-to-date database of all residents of Heritage Village.
• Analyze situations and suggest actions daily for effective overall management of the clubhouse.
• Determine and schedule room allocations for regular meetings, all clubhouse activities, programs, social committee events and reservations for meetings and gatherings. Obtain deposits and arrange security, facility readiness and rentals if required.
• Clubhouse reception and telephone: dealing with all inquiries and responding as needed. Communicate and conduct interactions with clubhouse members, guests and visitors in a positive, friendly but professional manner, keeping social interactions to a minimum. Ably and diplomatically deal with conflicts should they arise.

Financial and Board of Director related - 30%

• Records and tracks receipts of money and compares and reconciles deposits from ticket/event sales etc.
• Prepare all accounts/financials at end of year for accountant for yearly audit and work with the auditor to provide answers on all documentation required for AGM
• Banking of all receivables from each account.
• Yearly Budget Preparation, strategic planning, and subsequent submission to board for approval.
• Handle cheque requisitions for expenditures and prepare and distribute all cheques for invoices received.
• Prepare and plan for the AGM annually, organize all information and materials required for it, as well as, organize all individuals required including tellers, counters, etc.

Security and Safety – 5%

• Contact the appropriate committee chair in the event of an emergency alarm, false otherwise. Also contact the security company if necessary.
• Manage all keys for the clubhouse through appropriate forms and maintaining a database.

Inheritage Magazine - 5%

• Tracking of all accounts receivable, banking of receivables and monthly reconciliations.
• Monthly invoicing of all ad vendors and follow up re accounts payable
• Prepare monthly financial reports for the Inheritage Committee

Qualifications

• Willingness to learn new skills, and develop ways to enhance productivity on the job. Ability to learn quickly.
• Business or Accounting/Financial experience is desired, with an understanding of accounting practices and principles; equivalent education or work experience may be considered. Experience with Quickbooks would be ideal.
• Strong analytical, problem solving, organizational, verbal and written communication and administrative skills and demonstrates a strong work ethic.
• Required to pay close attention to detail, as well as, a strong proficiency in computer technology. Demonstrated experience working with Microsoft suite including Word, Excel, Powerpoint and Access, and the Google suite of programs including Gmail, Calendar, Drive, Docs, Forms etc.
• Experience in an administrative position and equivalent educational qualifications. At least 3 years experience.
• Willing to sign a confidentiality agreement to maintain the privacy of members.

Other duties as assigned by the board.

How to Apply

Online applications will be accepted until Friday, June 2, 2023. Send to [email protected]

Applications can, also, be dropped off to the HVRC office at 3425 Frederick Avenue, Vineland Ontario before 4 PM on Friday June 2, 2023.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.