Administrative Assistant - Visitor Services

Regional District of Central Okanagan; Kelowna; On-site; CAD 42,000 - 59,000; Full time

Job summary

Tenaquip NIS Limited. in Kelowna seeks an Administrative Assistant – Visitor Services to provide day-to-day admin support for Parks Visitor Services, focusing on customer service, records, schedules, and reporting.

The role involves processing bookings, permits, and invoices, maintaining calendars, and assisting with program setup and events. It requires fast, accurate typing, strong organizational skills, and excellent communication.

Qualifications

• Certificate in Office Administration.
• Minimum one year in a related position.
• Valid BC Driver’s Licence.

Responsibilities

• Provide administrative support for Parks Visitor Services including handling inquiries by email, phone, and web channels.
• Support staff with permits, insurance, documentation, and scheduling.
• Maintain calendars, client records, and supporting documents.
• Process park and facility bookings, permits, and volunteer admin tasks in booking systems.
• Coordinate program and field trip scheduling, confirmations, reminders, and updates.
• Record service requests and manage related documentation.
• Process accounts payable, reconciliations, petty cash, mileage, and routine reporting.
• Code invoices and manage cost centers.
• Coordinate office services and supplies and organize meetings and minutes.
• Support department statistics collection for periodic reporting.

Skills

Word processing

Excel

Outlook

PowerPoint

Typing 50 WPM

Education

Certificate in Office Administration

Tools

Intelligenz Software

Job description

Kelowna

Closes: 2026-11-23

Overview

The Administrative Assistant – Visitor Services provides day-to-day administrative support to Parks Visitor Services with an emphasis on customer service, maintaining records, coordinating schedules and communications, and supporting reporting and finance processes.

Responsibilities

1.Provide administrative support for Parks Visitor Services including:

• Respond to public inquiries by email, phone, and web channels, providing accurate information on bookings, permits, bylaws and processes, and timelines.
• Support staff in receiving and processing permits, insurance, and other required documentation.
• Support staff in maintaining accurate calendars, availability, client records, and supporting documentation.
• Support staff in processing park and facility bookings, permits, and volunteer-related administrative tasks using booking software and related systems.
• Support staff and clients in scheduling programs and field trips, including confirmations, reminders, and updates across internal and public-facing calendars.
• Track and coordinate vendor and contractor information and internal staff calendars.
• Respond and record service requests and documentation.
• Process finance and procurement related documents, such as accounts payable, reconciliations, petty cash, mileage administration, and routine reporting.
• Process invoice coding and cost centres
• Coordinate office services and supplies orders.
• Organize department meetings, agendas, and presentations.
• Record minutes.
• Support collecting and maintaining department statistics including program, booking, and visitor information in support of periodic reporting.
• Prepare and distribute correspondence.
• Records management and distribution, including correspondence, filing, meeting documentation.
• Assist in supporting set up of programs or events

2.Projects or initiatives assigned that support the departments objectives.

Other duties as assigned

Qualifications

Training and Experience Required:

• Certificate in Office Administration.
• Minimum one year in a related position.
• Valid BC Driver’s Licence.
• Experience using Intelligenz Software is an asset.

Knowledge, Skills and Abilities Required:

• Proficient in Word, Excel, Outlook, PowerPoint.
• Working knowledge of online development inquiry system or other application processing portal.
• Keyboarding speed 50 WPM.
• Creating and maintaining spreadsheets and databases.
• Strong organization and time management skills.
• Strong attention to detail.
• Excellent interpersonal, written and verbal communication and problem-solving skills.
• Customer service focused with courtesy and good judgement.
• Working knowledge of booking, registration, permitting or client management software.

Full-time

Work Conditions

• Physical Effort: Occasional lifting and carrying of office supplies. Intermittent keyboarding for up to 50% of the workday.
• Mental Stress:Meeting deadlines with regular interruptions in workflow, dealing with the public, high volumes of calls and emails, multitasking and meeting deadlines.
• Sensory Attention:Periods of concentration required for detailed office administration duties while dealing with interruptions. Tact and confidentiality required.

Additional Information

This is a full time, permanent CUPE 338 that works 35-hours per week and has a wage of $36.68 per hour. The schedule for this position is Monday to Friday, 8:00 am to 4:00 pm with a one-hour unpaid lunch. This job opening closes on the evening of Sunday, November 22nd, 2026.