Operations Assistant

Operations Assistant

Reporting to the Supervisor, Harbours, the Operations Assistant is responsible for providing timely, professional, courteous and effective administrative support to the Harbours section.

Job Responsibilities:

• Receive requests from a variety of channels; telephone, email and walk-in counter and provides accurate information to the public as it relates to Harbours and marina operations;
• Assists customers to provide information regarding marina services including mooring slips, winter storage, launch, haulout waitlist, and public launch ramp information;
• Creates harbour contracts within HMS as approved and directed by the Supervisor;
• Maintaining accurate records for both Oakville and Bronte Harbours;
• Triages requests, determining information needs and completing Customer Relationship Management (CRM/SalesForce) inquiries;
• Provides back up to other Operations Assistants (ie: vacation, sick, lunch breaks, etc.);
• Transcribes correspondence (letters, memos, reports, presentations, etc.) for management and other professional and technical staff;
• Maintains lists of customers and external contacts and arranges for mailings;
• Maintains, organizes and archives departmental, project and corporate files in accordance with file management protocols;
• Receives and forwards harbour requests and complaints to the Supervisor and provides assistance in following up to ensure complaints and requests are tracked and follow up with customers is complete;
• Orders and maintains accurate inventory of all office related materials and supplies, and maintains supplies of Harbours brochures, applications, guides and studies;
• Organizes and distributes incoming correspondence and coordinates incoming and outgoing mail;
• Monitoring of base station for 2 way radio and communication with other Harbours staff;
• Provide assistance in the creation of OU, OR and/or OP number on behalf of staff while maintaining vendor/contractor document and receives and completes follow thru;
• Prepare and process VISA monthly statements;
• Communicates with finance and purchasing staff to address process finance issues;
• Data entry into CRM, and/or CIS, HMS and Work Order Management programs and follow up with creating and closing Service/Work orders;
• Provides day-to-day administrative support;
• Participate in working a rotating shift during the recreational boating season for customer service support;
• Performs other duties as assigned.

Qualifications:

• Completion of a 2-year college diploma in office administration and/or computer software with knowledge of accounting practices;
• 1-3 years of related administrative experience, coupled with knowledge of Town operational areas and departments. Candidates with equivalent combination of education and experience may be considered;
• The successful candidate must possess excellent organizational skills and have the ability to work and multi-task in a fast paced environment;
• Demonstrated knowledge of Microsoft Office;
• Must possess exceptional front-line customer service skills that demonstrates the ability to communicate effectively and professionally, both with the public and staff;
• Positive participation as a team player is also a key component of this position;
• Superior keyboarding and computer software skills, including proficiency in computer applications (ie. Word, Excel, Outlook, GIS, CIS, JD Edwards, CRM/ACR, HMS, Access Bank or equivalent programs);
• Must possess a strong attention to detail;
• Familiarity with municipal and regional levels of government;
• Should have a basic understanding of standard Parks Maintenance and Harbours technical terminology used in an operational environment, office procedures and corporate policies and administrative/secretarial functions.

DATED: August 27, 2025