JOB POSTING

The Riverbend Community Association (RCA) is seeking a casual Office Assistant position to join our team.

ROLE SUMMARY

We are seeking self-motivated individual to join our team as a casual Office Assistant. This position will support RCA office operations 8-10 hours per month as well as when regular staff are away on any kind of leave.

HOURS: 8-10 hours per month + coverage for regular staff while they are away

SCHEDULE: two 4-5 hour shifts per month (days of the week are flexible during RCA Office hours) + coverage for regular office staff while they are away

REQUIREMENTS

  • Diploma or Certificate in Administration or an equivalent level of education and relevant experience

  • Minimum 2 years’ experience in office administration

  • Minimum 2 years’ proven customer service experience

  • Excellent communication abilities (oral and written)

  • Excellent organizational and administrative skills including strong attention to detail and the ability to prioritize and manage own workload

  • Intermediate to advanced computer skills within Google Suite environment

  • Excellent communication and interpersonal skills with an ability to establish and maintain positive and constructive internal and external relationships with a variety of people including customers, staff, volunteers, tenants and Board members

  • Previous experience with facility rentals would be an asset

  • Demonstrated flexibility and a willingness to promote and adapt to change

  • Willingness and ability to take a hands-on approach to their work when needed, which could include setting up tables and chairs, inventorying supplies, etc.

  • Completion of Police Criminal Record check and Vulnerable Sector Search

  • Valid driver’s license and use of personal vehicle occasionally required to obtain supplies or support immediate attention to urgent renter needs, incidents or emergencies

  • Willingness and ability to undertake occasional work on weekends and outside of regular office hours


RESPONSIBILITIES

The Office Assistant will be responsible for support RCA office operations 8-10 hours per month as well as when regular staff are away on any kind of leave. They will be trusted with maintaining and enhancing the brand of the community centre facility as a friendly, welcoming and fun place to rent.

  • Complete administrative duties and special projects as assigned to support RCA office operations

  • Provide coverage for RCA office operations while regular staff is away

    • Conduct daily walkthroughs of the facility to ensure safety and cleanliness

    • Maintain exceptional relationships with tenants and renters

    • Respond to inquiries by phone, email or any other method promptly

    • Coordinate showing of the facility to prospective renters

    • Prepare and adhere to a standard protocol for managing the facility rental process including access codes, access fobs distribution, contracts, incident reporting. Maintain the booking calendar, ensuring that bookings are recorded and errors from missed or duplicated bookings are avoided.

    • Ensure rental fees are invoiced and collected. Action return of damage deposits.

    • Manage bookings taking place outside of normal hours including room set up requirements and equipment required by renters.