The High Park Club in Toronto is looking for an Office Manager to start in August or early September. Full time year round.
Job Purpose
The Office Manager ensures the efficiency of day-to-day administrative duties, staff scheduling and operation of the office. Book and oversee all rental events at the club. Furthermore, the Office Manager supports the work of the Club Manager and the Board of Directors.
Primary Duties and Responsibilities
The Office Manager performs a wide range of duties including the following:
Key Office Manager Responsibilities:
• Grow our rental business, especially in the summer months
• Help hire and manage part-time staff
• Ensure bank deposits are made on a timely basis (no less frequently than weekly)
• Review nightly cash out sheets
• Safely secure cash and important documents
• Prepare and manage an annual budget for part-time staff. The Office Manager will be accountable for all part-time staff costs other than those related to ice maintenance.
• Day to day operation of the club’s bar, pro shop, kitchen and dining hall
• Bartending
• Maintain a current and accurate calendar of all club events
• Maintain and review the ice schedule with the Head Ice Technician and General Manager
• Collect, record and refund membership fees and dues
• Prepare financial reports and analysis.
• Update and ensure ongoing secure access to the POS system (Silverware)
• Prepare and deliver accurate and timely monthly member statements (within 5 business days)
Rentals/Events:
• Communicate and organize curling events in which people are interested in hosting
• Communicate with prospects interested in renting the banquet facilities
• Make floor plans, proper staffing decisions, and all logistics involved in renting the space
• Write up contracts and invoices, and collect payment
• Keep calendar up to date with details
• Make sure staff has a clear understanding of their roles in upcoming events
• Work with the in-house caterers to make sure all events run smoothly
• Prepare rental contracts and ensure rentals are properly supervised
• Ensure the Club’s facilities are kept clean
• Purchase office, bar and kitchen supplies
• Track the tennis court usage
• Advertise for new members as required
• Back-fill for the General Manager and Head Ice Technician when he or she is on vacation or absent for other reasons
• Build and maintain a good rapport with the Club’s members
• Respond promptly to member enquiries, consulting the Board as required
• Maintain the Club’s reputation in the local community
• Promote the Club within the curling community
• Serve on Board Committees as requested
Qualifications
Education
• High School Diploma
• Post secondary education in business, computers, or office management is an asset
Professional designation
• None
Knowledge, skills and abilities
Proficiency in the use of computer programs for:
• Word processing
• Databases
• Spreadsheets
• Bookkeeping
• E-mail
• Internet
• Silverware POS
• Sage (Simply Accounting)
• Joomla
Proficiency in the use of office equipment:
• Computer
• Photo copier
Personal characteristics
The Office Manager should demonstrate competence in the following:
• Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the club.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
• Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the High Park Club.
Experience
• 1-3 years experience in an office setting
• Curling Club /Other club experience an asset
Salary: $32,000-$40,000 per year