Office Assistant & Camp Store Coordinator

Canadian Baptists of Ontario and Quebec•Muskoka Lakes Township, ON

2d•CA$34,000 - CA$40,000•Onsite

About The Position

Camp Kwasind is seeking a highly organized, service-oriented, and proactive Office Assistant & Camp Store Coordinator to serve as a key member of our year-round operations team. This full-time role combines administration, guest group support, customer service, and retail management, with seasonal intensity during the summer months. The successful candidate will play a key role in coordinating year-round ministry and rental groups, maintaining a high standard of guest experience, and operating the Camp Store (Tuck Shop) year-round. This individual will contribute significantly to ensuring Camp Kwasind is organized, hospitable, and “guest-ready” at all times. There is no existing vacancy, this is a new role.

Requirements

Alignment with the mission and values of Camp Kwasind and the Canadian Baptists of Ontario & Quebec
Strong organizational, administrative, and time management skills
Warm, welcoming, and guest-focused communication style
Excellent written and verbal communication abilities
Financial awareness (budgeting, invoicing, payment tracking, reporting)
Proficiency in Microsoft Office and systems such as Camp Brain and Square
Must be willing to work on-site during major retreat events and full-time on-site during summer camp season.
Recent Vulnerable Sector Check (or obtain one before start date)
Willingness to actively participate in a Christian ministry environment

Nice To Haves

Experience in customer service, administration, hospitality, or retail (asset)
Basic design skills (Canva, Adobe) (asset)
Adaptability and ability to thrive in a fast-paced, seasonal environment
Proactive, solution-oriented mindset
Living in or near Muskoka is strongly preferred

Responsibilities

Coordinate bookings for year-round ministry and rental groups, including preparing and issuing contracts and agreements, tracking deposits and payments, maintaining accurate booking records and schedules, and providing clear, timely, and professional communication with group leaders.
Assist with invoicing, payment collection, and financial tracking related to guest groups and camp programs.
Support pre-arrival communication with guest groups, including welcome emails, reminders, and information packages.
Assist in collecting group details such as attendance numbers, dietary needs, and program schedules.
Help prepare arrival materials, welcome packages, and printed resources.
Contribute to a high standard of a “Kwasind Ready” guest experience.
Maintain accurate records within systems such as Camp Brain.
Track booking status, outstanding payments, and required documentation.
Assist in generating reports and summaries for leadership and planning purposes.
Provide administrative support to the Office Manager and leadership team.
Manage communications, including email and phone inquiries.
Support camper registration, database management, and documentation preparation.
Maintain organized digital and physical filing systems.
Oversee and maintain the Camp Store (Tuck Shop) year-round, including inventory planning, ordering, supplier coordination, budget tracking, cost analysis, pricing strategy, preparing stock, systems, and workflows for summer operations, and exploring and implementing Tuck Shop opportunities for guest groups.
Serve as front desk receptionist, supporting parents, guests, delivery staff and summer staff during summer operations.
Continue to support guest group coordination as needed during summer operations, including communication and payment tracking.
Manage operations of the Camp Store with Office Manager oversight during summer operations, including inventory execution and restocking, staff training, scheduling, and supervision, daily sales operations and cash handling, camper account management, weekly financial reporting and reconciliation, and visual merchandising and sales promotion.
Provide administrative support to camp staff and leadership during summer operations, including printing schedules, reports, and communications, supporting camper and medical documentation processes, and assisting with staff coordination and time tracking.
Contribute to mid-season and end-of-season reporting, evaluations, and office wrap-up.