Office Assistant

Birch Bay Waterslides is looking for a detail-oriented and enthusiastic Office Assistant to support our operations team. This role is essential to keeping our administrative tasks organized and ensuring smooth communication between departments. This role also has a strong focus on customer service and ensuring that all guest communication is handled professionally and promptly. The position is part-time during the spring, with the potential to transition into a full-time role during our busy summer season.

Key Responsibilities:

Spring & Fall

• Respond to guest inquiries via phone, email, and social media promptly and professionally.
• Organize and maintain digital and physical filing systems, including office files, documents, communication logs, employee records and certifications.
• Assist with the recruitment process, such as posting job openings, scheduling interviews, and onboarding new staff.
• Provide administrative support for park preparations, including scheduling meetings and tracking deadlines.
• Help schedule and organize staff training sessions, ensuring materials and schedules are ready.
• Assist with booking group events, and prepare contracts and itineraries.
• Collects and coordinates all vendor activities. This includes tracking payments, accounts payables and quick book activities.
• Provide administrative support to the park manager, including preparing reports, managing calendars, and organizing meetings.
• Provide support in group sales, lead outreach program for the park, and developing of on site off season programs
• Assist in coordinating pre-season events or promotions, including outreach to community partners and preparing marketing materials.
• Assist in communicating with suppliers to ensure timely delivery of goods and services for the upcoming season.
• Handle guest feedback and resolve minor issues or escalate them to the appropriate department.

Summer Season

• Manage daily office operations, ensuring efficient communication between departments.
• Provide excellent customer service to guests, resolving concerns, and managing inquiries.
• Answer and manage phone calls and emails, directing inquiries to the appropriate team members.
• Assist with processing payroll, tracking employee hours, and maintaining financial records.
• Help create and manage staff schedules, ensuring proper coverage across all departments.
• Provide backup assistance to admissions staff during peak times or to address guest issues at the front gate.
• Serve as a point of contact for staff inquiries and provide administrative support for park events.
• Perform basic bookkeeping tasks, entering data into quickbooks, such as tracking expenses and preparing financial summaries.
• Support ticketing, retail, and food service departments, ensuring smooth operations and resolving technical issues.
• Manage group bookings, coordinate arrival and check-in, and ensure group itineraries are followed.
• Compile daily sales reports, attendance records, and other operational summaries for management review.
• Monitor office and park supply levels, placing orders or notifying vendors as needed.
• Work closely with other departments, including aquatics and maintenance, to ensure smooth park operations.
• Quickly address and resolve operational issues or escalate them to the appropriate team members.

Qualifications:

• Previous experience in an administrative or office assistant role is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or similar tools.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Friendly, professional demeanor and a passion for providing exceptional service.
• Availability to work flexible hours, especially during the summer season, including weekends.

Physical Requirements:

• Ability to sit at a desk and work on a computer for extended periods.
• Occasional lifting of office supplies or equipment, up to 25 pounds.
• Mobility to move around the office and park grounds as needed.

What We Offer:

• Opportunities for growth and additional responsibilities.
• A fun, family-friendly work environment.
• Competitive hourly pay based on experience.
• Seasonal perks, including free park admission and discounts on concessions.

Job Type: Part-time

Pay: $20.00 - $26.00 per hour

Expected hours: 15 – 30 per week

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $20 - $26