ADMINISTRATIVE ASSISTANT

COMPANY: Fresh Start Health Retreat, operating from 4384 South Island Hwy, Oyster Bay, BC, V9H 1E8

POSITION TYPE: F/T for 4 weeks, alternating with 2 weeks off. Some additional projects and hours may be available next year.

PAY: Starts at $26, after probation $27. After this, raises are done on an annual basis.Top pay $30.

START DATE: Preferred Aug 4 or whenever available

POSITION SUMMARY:

The Administrative Assistant is the primary person responsible for ensuringsmooth program operations. It's a fast-paced environment where you'll need to make numerous decisions on the fly. Technical ability is #1 requirement: work various software systems, office equipment, plus figure out/learn on the fly how to troubleshoot a printer jam or setup a computer station, run software updates, turn on generator in case of a power outage etc.)You will need to prevent and resolve various situations. For example, a walk guide got sick you learned how to do a guided walk and can substitute at the last moment. A guest did not show up for an appointment you found another person to take the spot or rearranged appointments to avoid a gap for the therapist. The kitchen staff had to leave early due to a family emergency - you went upstairs and helped the kitchen team finish the critical cleaning and juicing. You have common sense, are adaptable, hands-on and not afraid of any work.

You work under the guidance of the Program Manager.

DUTIES SUMMARY:

Pre-program:supply planning, ordering, shopping, preparing guest documentation, and setting up all-in-one screens for the program. During program sessions, you'll fulfill various tasks, primarily related to the Health Spa; assist Program Director/Manager with management of guest requests, dispensing of nutritional supplements and booking/ re-juggling of appointments; manage guest documentation and various day-to-day processes (ex. collect end-of-stay paper work, assemble folios with health assessments, process end of stay payments etc.). During the program, there are approximately 2-3 hrs. of housekeeping duties daily.

Most of the time, you stay on site and work behind the scenes, but there may be occasional errands for supplies, driving guests for urgent needs and other reasons.

The service is provided for small groups of 8 to 20 guests. During the programs, you will multitask and need to possess outstanding self-organization, operations management, office skills, and technical/ practical smarts to prioritize and manage effectively. Most of the duties and systems are very simple, but the ability to be efficient with office and hands-on tasks makes a huge difference.

HOURS:We operate approx. 50% of the year. Each of our eight programs is 3 weeks long, all of which alternate with 3 weeks off, except for a more extended break in wintertime. You'll be working for 4 weeks (1 week program prep + 3 weeks running the program) and then will have 2 weeks off, for each of the 8 program cycles per year.

See programdates on the site.

RESPONSIBILITIES IN DETAIL:

Office Assistance

• Documentation collection, generation and assembly (guest documentation preparation, including guest binders and bags; health intake forms, allergies and arrival day reports; health assessment folios).
  
• Custom Protocols assembly (individualized nutritional supplement packages): review the plan, pick and pack, prepare custom formulations. Requires high accuracy and completion within tight deadlines.
• End-of-Stay Guest Checkouts: Prepare estimates, add or remove products, add tips, process payments and refunds using the debit machine, online, or accept e-transfers. Save Invoices. Generate Registered Therapists' Invoices.
  

Housekeeping

• Daily clean treatment rooms, showers/washrooms, spa lobby, and entrances, and do spa laundry.
• Clean the offices, staff room, supplement room, and laundry room as needed.
  

Therapy Rooms Set-up

• Daily monitoring of therapy room set-up (eg. if a particular type of therapy requires chairs set-up or their removal, preparation of the green juice by the kitchen staff).
• Set up infrared saunas, tachyon mats and salt cocoons (=halotherapy). Orient guests and clean up stations. Provide supplies to guests and orient for occasional self-serve therapies (e.g. heating pad, inhalers, hot and cold face or foot baths).

Client and Team Support

• Assist Program Director with guest request management; appointment booking, changes and cancellations (lots of up and down between both floors).
  
• Guest and team support in the afternoon, when the Program Director left for the day (e.g. someone requested a pen, when you need to locate someone or do a new therapist introduction).
  
• Run errands to town when requested by the Program Director or Manager (e.g., take a guest to the walk-in clinic or pharmacy, pick up missing items).

Supplies Ordering, inventory management & equipment maintenance

• Manage program-related inventory, forecast supplies demand, order, receive and restock needed supplies.
• Plan and pre-order products before the program, and place pre-orders during the program.
• Plan and shop for the kitchen team (prior to the program) and do a shop in town.
• Vacuum cleaner filters change/deep clean, colonic machine filters change, change light bulbs, troubleshoot computers and printers, set up and troubleshoot AV equipment (mic, portable speakers, or portable video projector), install an 8th seat in company vehicles, etc.

SOPs

• Occasionally create or update procedures. Submit for approval to the Program Manager. You need to be able to develop written with multi-step screenshots, videos or screencasts. Most are already created.

Friday 6 PM Orientation

• You'll be responsible to do the initial orientation for "Juice Fasting and Wellness Retreat" guests, in case we have someone arrive on Friday. In that case your day will start around 10:30 AM and finish around 7:30 PM.
  

Emergency Back-ups (very rare)

• Emergency backup kitchen assistant (helps chefs with food prep and cleaning when short-staffed).
• Sub of evening events organizer (e.g. bonfire, games, movie night)
• The hours may be extended or start and finish late in case you need to sub for the evening hours.
  

Assist Program Manager

• HR Assistance: Post-hire onboarding (review all submitted documents, request any missing ones). You are responsible for managing all HR documentation and ensuring the team remains compliant.Run annual documentation compliance (e.g. Food Safe, Liability insurance) for the entire team. Tasks are basic and do not require advanced HR knowledge.
• Assist the Program Manager with therapist induction, spa linens inventory management and deep cleaning of various spa areas.
• Additional projects and hours may be available between programs (next year): subject to the Program Manager ability to work on a project, your skills and funding. Projects and tasks may include editing new testimonials, proofreading marketing materials and websites, mailing promotional materials or products to past guests, updating kitchen procedures, and organizing the laundry room or storage area. This list is not exhaustive.

SHIFT HOURS:

During 21-Program Cycles: Five 8-hr. days per week, 9-6 p.m., minus 1 hr. break (Thu and Sun are days off). Some busy days may require starting earlier or finishing later. On the last checkout day (the last Saturday of the program), you may be required to start at 8 a.m. In case of substitution of an Evening Instructor (ex., bonfire, games night) or Friday arrival orientation, you need to be available for evenings (Orientations finish around 7:30 p.m., evening activities may finish by 9 p.m.).

Post-Program: 2 weeks off.

Week before a Program Starts: workdays are Mon, Tue, Thu, Fri and Sat 9-4 PM, minus 1 hr break. Start and end times may vary, depending on the group size. Sat maybe up to 6 PM.

Additional Opportunities: workdays between programs, as needed (not guaranteed).

IMPORTANT TERMS:

Saturdays: You'll be working on 4 Saturdays (alternating with 2 Saturdays off). These are the busiest days during and before the program.

Annual Winter Layoff: There will be up to 6 weeks of layoff from the end of Nov to the beginning of January.

GROWTH OPPORTUNITIES:

• We are a small family-run business, and each position is hired to fulfill a specific role. Due to the company's size, we are unable to offer career advancements. It's a great small team environment.

CERTIFICATION/ SKILLS REQUIRED:

• Outstanding communication and customer service skills
• Interest in Natural Healthand some knowledge in the area of Natural Health
• Intermediate skills in Excel/MS Word 2019 Pro user; fast new software learner
• Min 3 yr. F/T office experience in a busy office, clinic, spa, hotel, or similar
  
• An asset, but not mandatory: Office Administration Training
  
• Ability to type 50 wpm and operate the normal range of office equipment
• High level of data accuracy and attention to detail
• Can can carry 40 lbs case of apples up the stairs
• Ability to work in a fast-paced environment
• Good communication, written English and customer service skills
  
• To be provided, if hired: First Aid Level 1, Criminal Record Check, Clear Driver's Abstract, Food Safe BC

ABOUT US

Founded in 2005, Fresh Start is the only company in Canada that specializes in 7, 14 and 21-day natural health restoration retreats, with a focus on whole body cleansing, physical health, emotional well-being and quit smoking. With its high level of customization tailored to the individual needs of each guest, it is the only program of this nature available anywhere in North America.

ADVANTAGES OF WORKING WITH US:

Positive, upbeat environment. Seeing the health transformation of the guests and making a difference. Beautiful facilities and oceanfront location. Free access to the fitness room, health spa appointments at a cost (up to 55% savings), and health supplements at a cost (up to 40% savings).

FACILITIES PICTURES https://healthretreat.box.com/s/myrmx5aju2sy4qlp95npuix0a1mhp760

THERAPIES PICTURES https://healthretreat.box.com/s/uwyx0ewvvs01cr0s6pj777i0xaibbb9v

GUESTS EXPERIENCE https://healthretreat.box.com/s/buagqnf3f20q093p5vzk6nhl6a2pag9u

OUR GUESTS' STORIES:The stories are long, please feel free to listen to the intro or the entire one.

https://www.healthretreat.ca/testimonial-items/my-blood-sugar-has-normalized-completely-and-thats-with-zero-medication/

https://www.healthretreat.ca/testimonial-items/how-after-20-yrs-of-battling-with-hashimotos-i-lost-53-lbs/

https://www.healthretreat.ca/testimonial-items/i-overcame-resentment-towards-a-parent-and-love-and-grieve-that-parent-now/