Chamber Office Manager

Chamber Office Manager
Muskoka Lakes Chamber of Commerce and Visitor Information Centre

Location: Bala, Ontario (Applicants must have or be able to secure accommodation within commuting distance of Bala)
Position: Full-time, permanent
Hours: 37.5 hours per week (overtime is paid in lieu)
Salary: $58,500 annually, equivalent to $30 an hour

Deadline:  September 7. Please send cover letter and resume to norah@muskokalakeschamber.ca

The Muskoka Lakes Chamber is seeking an organized, dependable and personable Chamber Office Manager to help keep our busy office and Visitor Information Centre running smoothly. This is a varied, public-facing position. You will work closely with the Executive Director and help serve Chamber Members, visitors, residents, Board Directors and community partners.

The successful candidate will truly care about the Muskoka community, will be comfortable working in a fast-paced environment where priorities can change quickly. You will be expected to take initiative, follow through on commitments and take ownership of routine office operations.

About the Position

The Chamber Office Manager supports the day-to-day operation of the Chamber office and Visitor Information Centre. You will help manage office administration, Member service, basic bookkeeping, invoicing, communications, meetings, events, website updates and visitor inquiries. The position involves regular interaction with the public, Chamber Members, businesses and community organizations. Summer and event periods can be particularly busy.

Training will be provided on the Chamber’s website, QuickBooks Online, Member database and other online systems.

Key Responsibilities

Office Administration

• Manage the day-to-day operation of the Chamber office and Visitor Information Centre.
• Greet visitors and provide friendly, professional assistance.
• Answer telephone calls, emails and general inquiries.
• Monitor the general email inbox, phone messages and office calendar.
• Coordinate meetings, appointments and room bookings.
• Prepare meeting packages, agendas and other materials.
• Take accurate meeting minutes and prepare meeting summaries.
• Track deadlines, action items and follow-up commitments.
• Maintain organized electronic and paper filing systems.
• Scan, photocopy and file forms and documents.
• Order office supplies and help maintain office equipment.
• Complete errands such as visits to the bank and post office.
• Help stock and maintain local visitor information kiosks. Lift 30 pounds.
• Identify matters that require the Executive Director’s attention.
• Handle routine administrative matters independently when appropriate.

Member Service

• Provide helpful and professional service to Chamber Members.
• Answer Member questions and connect Members with appropriate programs, services and resources.
• Welcome new Members and help them access their Chamber benefits.
• Maintain accurate Member records and contact information.
• Update Member listings in the Chamber’s online business directory.
• Assist with membership renewals.
• Follow up on outstanding membership invoices and payments.
• Help promote Member businesses, events and announcements.
• Build positive working relationships with Members and community partners.
• Support Member recruitment, sponsorship sales and advertising opportunities.

Bookkeeping and Financial Administration

• Prepare and send invoices and follow-up on overdue payments.
• Collect and organize receipts and supporting documents.
• Enter routine information into QuickBooks Online.
• Assist with accounts receivable and payment follow-up.
• Prepare bank deposits and maintain accurate deposit records.
• Help track event registrations, sponsorship payments and other revenue.
• Handle financial and confidential information with discretion.

Communications and Online Updates

• Update the Chamber website and online business directory.
• Maintain the community event calendar.
• Collect event and business information from Members and community partners.
• Help prepare Member communications, eblasts and event promotions.
• Prepare and schedule basic social media posts.
• Proofread communications for spelling, dates, names, links and contact information.
• Help ensure online information remains accurate and up to date.

Visitor Information

• Answer questions from visitors, seasonal residents and local residents.
• Share information about attractions, accommodations, restaurants, events, businesses and services in Muskoka Lakes and the surrounding area.
• Build and maintain strong knowledge of local tourism experiences and community resources.
• Help visitors find Chamber Member businesses and local services.
• Maintain an organized and welcoming Visitor Information Centre.
• Restock brochures, maps and other visitor materials.

Meetings and Events

• Help organize Business After Hours events, workshops, Member meetings and community events.
• Manage registrations, attendance lists, name tags and event supplies.
• Communicate with venues, speakers, sponsors, Members and attendees.
• Help prepare event materials and signage.
• Assist with event setup, registration and cleanup.
• Attend approximately 10 evening events each year, generally from 5pm to 7pm, with advance notice.
• Help with other Chamber events and activities as required.

Staff and Office Coordination

• Help support and coordinate students, seasonal Tourism Ambassadors and other temporary staff.
• Help ensure staff have the information, materials and schedules they need.
• Assist with opening and closing the office.
• Maintain written office procedures and help improve administrative systems.
• Help ensure important tasks are completed accurately and on time.

Qualifications and Skills

The successful candidate will have:

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• A friendly, patient and professional approach to customer service.
• Strong attention to detail, particularly with names, dates, invoices and financial records.
• The ability to manage interruptions and changing priorities.
• The ability to work independently and take initiative.
• The ability to recognize when a matter can be handled independently and when it should be referred to the Executive Director.
• Good judgment and discretion when handling confidential information.
• Strong computer skills.
• Proficiency with Microsoft Word, Excel, email and shared online systems.
• The ability to learn new software and online platforms.
• A valid driver’s licence and access to reliable transportation.

Experience with any of the following would be considered an asset:

• Office management or administrative coordination.
• Bookkeeping or accounts receivable/Quickbooks Online.
• Website management, Canva and social media platforms.
• Customer service or visitor information.
• Membership organizations or non-profits
• Sales, sponsorships or advertising.
• Event planning and coordination.

What Success Looks Like

The successful Chamber Office Manager will help create an organized, welcoming and responsive office. They will take ownership of routine operations, follow through on commitments and help ensure that Members, visitors, Board Directors and community partners receive timely and professional service. They will also help protect the Executive Director’s time by managing day-to-day administrative responsibilities, keeping accurate records and ensuring important work does not fall through the cracks.

Compensation and Benefits

The annual salary is $58,500, based on a 37.5-hour workweek. This is equivalent to $30 an hour. The position also includes:

• Health, dental and travel insurance benefits.
• Two weeks of paid vacation. Lieu time provided for afterhours events.
• A paid day off for the employee’s birthday. Mileage paid at 72cents/km

Equal Opportunity

The Muskoka Lakes Chamber of Commerce is an equal opportunity employer and is strongly committed to diversity and inclusion. We thank all applicants for their interest. Only those selected for an interview will be contacted.