Full Time Office Coordinator Position Available
Full Time Office Coordinator - Position Available
Beacon's year-round staff are committed to a long-term vision of growth and excellence for our camp's ministry. They manage the day-to-day operations, facilities and administration. They also provide oversight of the seasonal volunteer staff. This allows the volunteer session staff to focus on the most important job: making sure that campers have a great week, and become closer to God as a result of their time at camp. The full time staff will be expected to maintain a healthy daily walk with the Lord. An active involvement and membership in a Bible believing Christian Church, Chapel or assembly is also expected.
Beacon's year-round staff serve at camp as servants of the Lord desiring to see the mission of camp accomplished to the glory of God. Each must be aligned with Beacon’s Mission and Statement of Faith.
They are remunerated by Beacon Bible Camp. All staff at Beacon are supported financially by individuals and churches who believe in the mission of Beacon's ministry via donations to Beacon Bible Camp or Friends of Beacon Ministries.
Office Coordinator
Our current Office Coordinator, Suzie, has been serving since 2019. She plans to step down from the role in 2023. The successful candidate would start in late 2023 or early 2024 to allow for significant orientation overlap. Suzie will make herself available to support the successful candidate during the beginning of the summer in 2024.
This full-time position works at Beacon Bible Camp, in Torrance Ontario, during the summer season and can work remotely in the other seasons.
General Responsibliites
Beacon’s Office Coordinator is responsible for the coordination of all administrative tasks in support of the operation of Beacon Bible Camp. This includes communications, database and document management and tuck shop oversight. This position is likely the first point of contact for campers or their family. As such, they should be able to appropriately communicate on behalf of Beacon.
The Office Coordinator assumes general responsibilities for:
General
Acknowledging, distributing, sorting and organizing mail or email
Working closely with the camp accountant in managing financial administrative procedures
Welcoming campers, visitors or staff in person, by email or on the telephone; answering or referring inquiries.
Maintaining business inventory and equipment, checking stock, anticipating needed supplies, placing orders for supplies
Maintaining the camp database, recording and updating campers’ general and medical information,
Maintains and communicates the social media platforms for Beacon (Website/Blog, Facebook, Instagram, WhatsApp)
Organizing, maintaining and filing documents
Campers:
Processing applications from prospective campers for summer, fall and winter sessions
Communicating with parents/caregivers of registered campers for summer, fall and winter sessions
Sorting and delivering mail or email addressed to campers
Ensuring that travel arrangements for campers are compiled and organized (i.e. bus lists), including Safe Arrival procedures
Processing summer session campers upon arrival
Communicating campers’ medical notes or allergies to camp medical staff
Relaying messages from parents/caregivers to campers
Maintaining first aid supplies in the Health Centre and first aid kits
Support to the Executive Director develop and maintain marketing plans, which may include social media updates, research and communication with outside groups.
Staff
Processes and maintains volunteer staff applications, including qualifying documents (reference letters, police checks, training)
Providing camper information (lists) to the session directors for summer, fall and winter sessions
Providing campers’ transportation information to the session directors for summer, fall and winter sessions (i.e. bus lists and Safe Arrival plans)
Assisting with various mailings (e.g. staff newsletter)
Recruiting, selecting, training and supervising office helper (for the summer months, if necessary)
Assisting the Executive Director in their task of maintaining accurate and complete staff documentation, as required.
Rentals
Managing facility rentals over the fall, winter and spring months. This includes responding to inquires, managing the rental booking and the rental database in CampBrain.
Collecting deposits and invoicing, post rental
Coordinating rental requests and specific needs with other members of the full-time staff.
Identifying needs for additional support in the kitchen, lifeguarding, camp equipment to be utilized
Tuck Shop:
Processing camper and staff money deposits, for use in the camp Tuck shop
Managing stock, determining inventory level, placing orders and authorizing clearance sales
During the summer months, by recruiting, selecting, training and supervising tuck shop helper
Maintaining cash sales reports, depositing cash and preparing wallets for campers to use.
Managing the online tuck shop during non-summer seasons.
Other Duties:
Maintaining first aid supplies in the Health Centre and first aid kits
Support to the Executive Director
Competencies Required
The following set of attitudes, skills, knowledge and techniques are representative of those required from the Office Coordinator at Beacon::
Be aligned with the Beacon’s mission / vision and passionate about camp ministry.
Show a friendly disposition reflecting the mission of Beacon
Attention to detail
Work well with others
Comfortable with common computer programs (Word, Excel) and social media platforms (Facebook, Instagram, WhatsApp)
Willing to learn unique computer programs used by Beacon (i.e. CampBrain, Squarespace, etc )
Telephone skills
Organized
Continuous learning
Multi-tasking
Team player
Strong in verbal and written communication
Personal and organizational priority setting
Reporting and Working Relationships
The Office Coordinator reports to and is under the direction of the Executive Director. They also relate closely with the Facilities Manager, and the Hospitality Manager.
MORE INFORMATION / APPLICATION
If you are interested in more information or an application, please contact our Executive Director, Andrew Nunn at: