Administrative Assistant

Quarry Park Adventures

Office Administrator

Position

Title: Office Administrator

Reports to: General Manager

The Role: The Office Administrator is an administrative support position in the Quarry Park Adventures office team. The priority of the Office Administrator is the management of the day-to-day tasks of the office, answering phones, following up on birthday/ groups reservations, and helping upkeep the CRM. This position focuses on the organization of the office, ordering materials for management/operations, timely sales and guest outreach. This position is the first point of contact for the phone line, often responsible for providing a positive customer service experience for guests.

Position Description

The Officer Administrator position key responsibilities include but not limited to:

General:

• Maintain polite and professional communication via phone, e-mail, and mail. 
• Coordinate with General Manager and Sales and Marketing Manager regularly.
• Meet with General Manager & Sales and Marketing Manager regularly

Guest Support: 

• Answer phone calls from main line, help with guests inquires, make bookings, transfer to appropriate party, etc.
• Monitor general email inbox/es

Groups & Events: 

• Answer phone calls for sale line, help with inquiries, make bookings, and follow up with sales process.
• Complete CRM follow-ups for existing leads in our system.
• Outreach such as phone calls, pricing emails, follow-up interest outreach, insurance document requests, waiver verification, or invoice checks.
• Monitor emails, including camps, birthday, and other specific mailboxes as need.
• In cooperation with the Sales & Marketing Manager and Guest Services, ensure all large groups booked for adventures have organized, well-delivered experiences at the park.  
• Serve as back-up support for the Sales & Marketing and Guest Services in knowledge of essential job functions – reservations management, coordination of customer service staff, facilitating guest registration and check-in processes.  
• Group Rosters: create, update, and review rosters for upcoming bookings.
• Audit the current and upcoming monthly calendar.
• Audit the quarter to review if there are any large, upcoming groups to notify the staff so we can confirm logistics and be ready as a team.
• In collaboration with the Sales and Marketing Manager, audit and update CRM regularly, including new set up each calendar year and reengagement outreach.

Office: 

• Administrate the phone system. 
• Check the mail daily and deliver important information to the correct party. 
• Complete office tasks such as filing, generating reports, setting up for meetings, and ordering supplies. 
• Greet and assist visitors at the office. 
• Accept packages upon receival at the office and distribute to the appropriate party.  
• Anticipate office related needs and order office equipment/supplies as necessary.
• Light cleaning and housekeeping of the Adventure Operations offices.  
• Field all community sponsorship and donation requests, facilitating delivery of sponsorships/donations to the Sales and Marketing Manager.   
• Assist the bookkeeper in keeping and organizing bills and HR documents.
• Write checks approved by the Controller or General Manager. 
• Track receipts and invoices in accordance with AAC Controller’s systems.
• Help manage and upkeep documents in digital filing system. 
• Manages and keeps all company hard files.
• Assists with preparation of deposits and delivers deposits to the bank.

Qualifications

• Minimum 2 years of administrative experience
• Computer skills (MS Excel and Word) is essential  
• Strong customer service orientation 
• Excellent communication skills, both verbal and written
• Excellent interpersonal skills and a collaborative team style
• Outdoor industry experience and enthusiasm is a plus
• Ability to work irregular shifts in a multitask environment 

Compensation Details

• Compensation: $18-20 an hour
• Employment Type & Class: Part Time with potential for full time.
• Availability Requirements: 24-40 hours/week.
• Condition of Employment: “At-will”
• Policies and Procedures: Quarry Park Adventures Employee Handbook

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 24 – 40 per week

Benefits:

• Employee discount
• Flexible schedule

Work Location: In person

Salary : $18 - $20