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Office Administrator

Office Administrator

Nch’ḵaỷ Development Corporation (NDC) was established in 2018 as the economic development arm of the Squamish Nation – Skwxwú7mesh Úxwumixw. Nch’ḵaỷ mandate is to develop, manage and own the active businesses of the Nation and was created to allow for the separation of business and politics within the Squamish Nation. Our mission is to generate wealth and create prosperity from economic opportunities for current and future generations of the Squamish Nation. This role is offered to members first and the broader community if an appropriate application is unavailable. This position will mainly work out of Lynnwood Marina at 1681 Columbia St, North Vancouver BC, V7J 1A5. The rate of pay for this position is $24.08/hour.

 

Scope of the Position

This position reports to the General Manager of the Lynnwood Marina, assists the General Manager with administration of the operations for the Lynnwood Marina, includes record keeping of all maintenance for Warehouse tenants, moorage customers, invoicing and collection of all payments and receipts. Acts as a right hand to the General Manager in the administration of the Lynnwood Marina.

A. Duties, Responsibilities, Authority and Accountabilities 

 

Provides administrative support to the General Manager, Marina Administration

  • Assists the General Manager in the daily administration of the Marina operations.
  • Participates in team meetings to receive instruction on a full range of administrative tasks associated with the Marina Office.
  • Works to ensure the General Manager is updated on various work priorities and assignments.
  • Provides for the smooth functioning of the Marina by establishing and maintaining office procedures, systems and priorities, as required and as requested.

 

Coordinates and supports the flow of information into and out of the Marina Office

  • Creates and maintains system to ensure the effective sorting, purging, filing and prioritizing of correspondence, emails, faxes and mail.
  • Initiates responses to all incoming correspondence that fall within the realm of authority.
  • Maintains customer emails and follows-up on standard incoming mail and emails.
  • Provides Marina Manager, Marina Administration and/or Marina Operations Management Team with documentation needed for non-standard reply to correspondence.
  • Co-ordinates with dry storage Manager to ensure all yard invoices are entered into Marina Controller accounting system.
  • Completes word processing, memorandums, notices and letters as requested.
  • Documents all new requests for tenants, sets up files and ensures all appropriate documentation is completed and filed. Maintains a reservation list for moorage and Warehouse space. Responsible to maintain files for all moorage and dry storage tenants. 
  • Follows up on all action items that fall within realm of responsibility.
  • Makes arrangements for couriers/ pick-ups and makes deliveries when required.
  • Organizes conference calls when requested by Management.

 

Provides administrative support to Marina Office

  • Provides clerical support, including assistance with day-to-day office inquiries and file management.
  • Handles wide variety of tasks and calls simultaneously, efficiently and with professionalism.
  • Assists General Manager with annual moorage and warehouse rate setting.
  • Assembles and organizes data in appropriate computer files.
  • Completes required forms and paperwork.
  • Conducts research as directed by General Manager.
  • Performs faxing, photocopying, laminating and ordering of supplies.
  • Undertakes special assignments and projects as needed.
  • Establishes and manages efficient archiving systems for all hard copy and computer documents for audit and reference purposes.
  • Sorts resource material and maintains resource binders.
  • Provides relief for absent office staff, dry storage invoicing, reception, Marina Manager, Marina Administration when required.
  • Invoices monthly or as required, electricity, moorage and tenant rent.
  • Responsible for collection of all monies owed to the Lynnwood Marina.

 

Assist with timekeeping:

  • Acts as a back-up timekeeper/ time entry when General Manager is absent or away on vacation.

 

Responsible for maintaining customer accounts.

  • Ensures accident or incident (theft) reports are filled out and works with investigating teams such as insurance agent, police or fire officials. 
  • Reviews moorage/ warehouse tenant accounts and balances on a monthly basis and takes necessary steps to ensure accounts are paid and up to date. Keeps General Manager informed of delinquent accounts.
  • Responsible for month-end and year-end billings and reports.
  • Completes pre-authorized Visa, Mastercard, and Amex payments at the end of the month.
  • Sends out customer renewal letters for moorage and or rent increases for warehouse tenants when required.
  • Renews contracts with customers and follows up with those tenants, moorage and dry storage who did not renew and confirm if they are leaving or staying.

 

Maintain account receivables:

  • Maintain payment information for customers (ie) credit cards and cheque payments to be applied to invoices to customer accounts.
  • Generates charges for dry storage containers, storage lots, and monthly paying contracts for general storage.
  • Prints out and sends mail/ emails monthly invoices and statements to customers as required.

 

Maintain Accounts Payable:

  • Responsible for uploading payable invoices to Dext program to ensure vendor payments are processed and paid in a timely manner by Nch’ḵaỷ finance department.

 

Assist with End of Year Audit

  • Assists with End of Year Audit as required (ie) pulling out contracts, receipts or invoices related to the fiscal year end.

 

Provides service:

  • Remains courteous when dealing with difficult customers/clients, quoting policy and calling for Management assistance as required.
  • Answers phone in a professional, courteous manner and answers questions or concerns related to the Marina operations.

 

Adheres to workplace health and safety policies, safe work practices and procedures:

  • Organizes and de-clutters work area to maintain a safe workspace.
  • Reports immediately all unsafe conditions to the Marina Manager.
  • Reports promptly all injuries to the Marina Manager or first aid attendant and obtains required medical attention.
  • Co-operates in accident investigations, completing incident reports, working with investigating team and reviewing camera recordings if necessary.
  • Informs General Manager of any medication or medical condition that may cause impairment and create undue risk to the employee or anyone else.
  • Reports to work sober (free from alcohol or drugs).
  • Wears personal protective equipment if required, and ensures it is in good condition.
  • Offers recommendations that may help to improve safety in your workplace.

 

Participates as a member of Marina Operations

  • Liaises and works cooperatively with staff and management to ensure divisional and departmental goals are achieved.
  • Attends team meetings, and contributes meaningfully to discussions, providing all relevant team members with up-to-date information regarding workload.
  • Co-operatively learns new techniques as directed and incorporates into standard procedures.
  • Acts as trainer and mentor of junior staff.
  • Makes requests for suitable equipment, manuals and reference material to accomplish tasks.
  • Attends work-related courses, training and workshops to gather further knowledge within area of expertise as requested.
  • Participates with team in strategic decisions relating to the improvement of divisions operational effectiveness. Implements agreed solutions.

B. Other

  • Perform other duties as required,

C. Reporting Responsibilities and Authorities from Supervisor

  • Reports to General Manager Lynnwood Marina

 

D. Knowledge, Skills, and Experience

  • Knowledge
        • Previous experience of Marina Operations is an asset.
        • Previous experience in property management is an asset.
        • Previous file management experience with maintaining large numbers of records is an asset.
  • Skills
        • Good organizational and time-management skills,
        • Strong team player with solid communication skills,
        • High levels of integrity and ability to handle confidential information,
        • Ability to set and manage priorities to meet deadlines,
        • Ability to work independently within established guidelines and procedures and as a member of a team,
        • Willingness to be flexible and adaptable to changing priorities,
        • Strong multi-tasking and organization skills,
        • Strong people skills and the ability to interact with colleagues and senior management to maintain quality,
        • Proficient in MS Office software (Excel, Word, Microsoft Teams and Outlook).
  • Experience
      • Knowledge of Marina Controller program (will train right candidate)
      • QuickBooks
      • Dext 
      • Marina related experience is an asset.
      • Experience working with First Nations is an asset.

E. Special Requirements

  • Sign Nch’ḵaỷ Confidentiality Agreement,
  • Willing to work additional hours as required.

F. Working Conditions

  • Office work (prolong sitting, lifting boxes 10-15 lbs.).
  • Exposure to the elements.
  • Require use of appropriate glove, hearing protection, safety shoes, hard hat and/or other

 

Doing business the Sḵwx̱wú7mesh way, on unceded Sḵwx̱wú7mesh territory.

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(604)-243-0802

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