Office Manager - Bellmere Winds Resort at Great Blue… · Keene

Great Blue Resorts owns and operates 10 private resort lakefront properties located throughout Ontario’s cottage country. These properties offer outright ownership of beautiful pre-manufactured seasonal recreational cottages. Our resorts have full facilities including community areas, swimming pools, splash pads, multi-sports courts, playgrounds and beaches.

Office Manager Role Overview

The Office Manager is essential to the smooth and efficient operation of Bellmere Winds. This role is responsible for organizing, controlling, and executing the management of all paperwork and documentation across the resort, ensuring accurate, timely, secure, and well-organized handling of physical and digital records. The position supports revenue generation through administrative precision in owner/rental processes, chargeable services, and add-on sales, while maintaining high standards of customer satisfaction and operational flow.
Acting as the central point for paperwork control, the Office Manager works closely with the General Manager to keep all resort documentation compliant, accessible, and up-to-date. The role is primarily office-based at the Sales Office.
Success is driven by flawless paperwork organization, high customer/owner satisfaction, achievement of revenue-support targets (via admin execution), and contribution to shared resort KPIs.
Skills

An Office Manager should possess strong time management skills with the ability to perform multiple revenue-generating opportunities and provide resort support with potential owners, existing owners and rental guests. The Office Manager must strive to support a safe, clean and well-maintained resort to our daily, weekly and annual guests by supporting the resort team as required.
• Exceptional organizational skills with meticulous attention to detail and accuracy in handling paperwork and records
• Strong ability to self-manage, prioritize, and execute multiple administrative tasks and documentation flows
• Proficiency in document management systems (e.g., Elite Parks), filing systems, scanning, and record-keeping
• Excellent time management and proactive approach to controlling paperwork volume and deadlines
• Clear communication and customer-service orientation for owner, guest, and team interactions
• Problem-solving skills to resolve documentation discrepancies or gaps quickly
Responsibilities/Accountabilities

1. Paperwork Control & Document Management (Primary Focus)
• Organize, control, and execute the complete lifecycle of all resort paperwork, including physical files, digital records, forms, logs, agreements, reports, checklists, and correspondence.
• Maintain secure, up-to-date, and easily accessible filing systems (physical owner files, binders, accordion files, digital uploads/scans in Elite Parks and other platforms).
• Ensure timely collection, review, filing, scanning, and distribution of key documents: Occupancy Agreements (collected Nov 1–Apr 15), insurance proofs, owner updates, maintenance job forms, purchase orders, delivery receipts, and weekly Purolator packages.
• Control document flow: Create, track, close, and archive records for maintenance jobs (chargeable owner/rental requests), owner purchased add-ons, CareFree program paperwork,
• Scan and upload required documents to Head Office, Human Resources i.e. ECN New Hire, IT System Forms and ECN Termination forms; Maintain Resort files
• Monitor and enforce compliance with paperwork deadlines (e.g., agreements prior to season opening, annual CareFree/insurance updates).
• Prepare and submit weekly Purolator packages containing all required resort paperwork per SOP.
2. Owner Administration
• Manage owner files in Elite Parks and physical files: Update contact information, attach current Occupancy Agreements and insurance, and handle owner communications/letters.
• Promote and document chargeable owner requests/maintenance jobs: Create forms, price, track execution, invoice owners, and file completion records to support revenue goals.
3. Revenue-Supporting Administration & Concessions
• Administer CareFree program paperwork: Communicate updates to insurance broker, apply annual charges, track service completions, and file related reports/correspondence.
• Handle dock slip fees, management fee payments, and outstanding balance documentation: Record collection notes in Elite Parks, file payment confirmations, and maintain tracking logs.
4. Operational & Sales Support
• Support property tasks: Complete resort maintenance job forms in Elite Parks, verify deliveries against POs (file receipts), and help maintain Sales Office cleanliness with GM and Sales Staff
• Assist GM with all cash flow on resort: laundry reconciliation, making or reconciling cash drawers
• Assist sales staff with knowledge of EP via direct help or training
• Sales Component—Office Manager will be expected to advertise addon sales via the weekly resort newsletter and general communications with cottage owners
5. Reporting & Meetings
• Prepare and provide weekly updates to the General Manager, focusing on paperwork status, completion rates, documentation gaps, and revenue-support metrics (e.g., jobs processed, agreements collected).
• Participate in weekly meetings with Bellmere Management Team to review paperwork control, operational status, and action items.
• Other duties as assigned.
Skills/Requirements
• Post-secondary certificate or degree in business, accounting, management, hospitality or a related field is a considerable asset.
• Previous experience managing a small team of people considered an asset
• Previous experience in high volume customer service role with proven multi-tasking abilities
• Experience processing payments, answering phones, and monitoring emails
• Excellent communication skills both internal and external
• Knowledgeable of Microsoft office applications including Word, Excel, PDF, and Outlook
• Strong time management skills with the ability to perform multiple revenue generating opportunities and providing resort support with potential owners, existing owners and rental guests with little to no supervision
• Must be available to work weekends and some evenings during the operational season.
• Previous experience working with accounting software or purchase orders considered an asset
• Previous experience facilitating rental check ins and check outs considered an asset

What’s in it for you?
• Compensation of $50,000 - $55,000 annual salary depending on experience
• Paid lunches
• Opportunity to work in a fun, collaborative environment
• Diverse and inclusive workplace - Be a part of our tight family!
• Continuous learning and development opportunities
• Socials, birthday celebrations, and employee recognition events
• Ongoing coaching, learning, and development opportunities.
• Internal career growth opportunities.

Great Blue Resorts is committed to employment equity regardless of national or ethnic origin, color, religion, gender, sexual orientation, age or disability. Great Blue Resorts welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.