Front Desk Administrator

Bamfield Marine Sciences Centre; Area A (Bamfield); On-site; CAD 55,000 - 60,000; Full time

Job summary

Bamfield Marine Sciences Centre seeks a Front Desk Administrator to welcome guests, manage check-ins, and support finance and governance tasks. You will handle inquiries, process payments, and maintain records while coordinating with the Finance & Administration Manager.

The role combines guest services with basic accounting and inventory duties in a close-knit team. The successful candidate will have 6 months of related experience, a diploma in business/admin, proficiency in Office and

Qualifications

• Secondary schooling completed; a post-secondary diploma is an asset.
• At least 6 months of prior administrative, guest services, bookkeeping or retail management experience.
• Proficient in Microsoft Office (Windows, Excel, Word, Outlook).
• Experience with QuickBooks Online or similar accounting software.
• Experience with property management software systems.
• Strong attention to detail and problem-solving abilities.
• Motivated and able to work independently with minimal supervision.
• Ability to manage multiple responsibilities and prioritize tasks.
• Customer service oriented with a professional demeanor.
• Basic bookkeeping and financial management skills.

Responsibilities

• Greet and welcome guests in a friendly, professional manner.
• Check-in and check-out guests and ensure accurate information is recorded.
• Manage property management software systems.
• Assist guests with inquiries and provide information about BMSC facilities and services.
• Handle guest complaints or concerns, escalating to management when necessary.
• Answer phone calls, take messages, and redirect calls as necessary.
• Assist in the general administration and guest services of the main office.
• Maintain the cleanliness and organization of the front desk area.
• Order supplies and manage inventory.
• Process payments and maintain records of transactions.
• Invoice clients and manage accounts receivable.
• Follow up with customer payments and accounts.
• Maintain accurate financial records and support reporting.
• Support governance activities and record-keeping.

Skills

Microsoft Office

QuickBooks Online

Property management software

Attention to detail

Independent work

Multitasking

Customer service

Communication

Education

Post-secondary diploma in business administration, accounting, or related field

Tools

Microsoft Office Suite

QuickBooks Online

Property management software

Job description

Location: Bamfield Marine Sciences Centre, Bamfield, BC

Position Type: Regular Full-Time Position CUPE 401 37 hours per week

Reports to: Finance & Administration Manager

Salary Range: $55,000 – $60,000 CDN

For over 50 years, the Bamfield Marine Sciences Centre (BMSC) has supported education and research on the west coast of Vancouver Island. Our mission is to inspire transformational relationships with the ocean through science. BMSC delivers immersive, hands-on learning experiences for students of all ages, supported by access to rich coastal ecosystems and strong partnerships with the Huu-ay-aht First Nations.

Position Overview

This is a regular, full-time position. Reporting to the Manager, Finance & Administration, the Front Desk Administrator performs many functions related to guest services administration,financial management, organizational governance support, and retail operations. The position holder is often the first person to greet students, clients, and newcomers to BMSC. The position is central to the process and efficiency of our organization. We are a small organization and all staff work collaboratively, including participating in strategic initiatives that enhance community engagement and partnerships for the BMSC as well as supporting clients.

Key Roles and Responsibilities:

Front Desk Operations and Services:

• Greet and welcome guests in a friendly and professional manner.
• Check-in and check-out guests, ensuringaccurateinformation is recorded.
• Manage property management software systems.
• Assistguests with inquiries and provide information about BMSC facilities and services.
• Handle guest complaints or concerns, escalating to management when necessary.
• Answer phone calls, take messages, and redirectcallsas necessary.
• Assistin the general administration and guest services of themain office.
• Maintain the cleanliness and organization of the front desk area.
• Order supplies and manage inventory.

Financial and Accounting Functions:

• Process payments andmaintainaccuraterecords of transactions.
• Invoice clients and manage accounts receivable.
• Follow up with customer payments and accounts.
• Maintainaccuratefinancial records and support financial reporting.
• Process gift shop sales transactions and manage sales inventory.

Administrative and Governance Support:

• Schedule and coordinate meetings andassistin organizing governance activities consistent with registered charities.
• Maintain company records and perform data entry tasks.

Required Qualifications:

• Completion of secondary school isrequired. A post-secondary diploma in business administration, accounting, ora relatedfield is an asset.
• A minimum of 6monthspreviousexperience in an administrativerole,guest services, bookkeeping, or retail management isrequired.
• Proficient with Microsoft Office Suite (Windows, Excel, Word, Outlook).
• Experience with QuickBooks Online or similar accounting software.
• Experience with property management software systems.
• Strong attention to detail and problem-solving abilities.
• Motivated and able to work independently with minimal supervision.
• Ability to manage multiple responsibilities and prioritize tasks effectively.
• Customer service oriented with a professional demeanor.
• Basic bookkeeping andfinancial managementskills.

BMSC is an equal opportunity employer and is committed to building a diverse and inclusive team. We welcome applications from all qualified individuals, including women, Indigenous peoples, persons with disabilities, and members of visible minorities. As we are located in a remote area, we understand that additional considerations may be needed during the hiring process. We’re committed to providing accommodations at every stage, in accordance with the British Columbia Employment Standards Act (ESA). If you need any support or adjustments during the process, please reach out to our Human Resources team. All requests will be handled with care and confidentiality.