Position Overview:

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.

Core Competencies (Qualifications & Skills)

• 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
• Experience in customer service, administration, hospitality, or retail (asset)
• Asset to have basic design skills (Canva, Adobe)
• Adaptability and ability to thrive in a fast-paced, seasonal environment
• Proactive, solution-oriented mindset

Key Responsibilities

September – June (Administrative, Ministry, Guest Group & Store Operations)

Support Guest Group & Ministry Coordination

• 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
  • 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

Systems & Reporting

• 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

Administrative Support

• 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

Camp Store (Tuck Shop) – Year-Round Development

• Oversee and maintain the Camp Store (Tuck Shop) year-round, including:
  • Work with Office Manager on inventory planning, ordering, and supplier coordination
  • Work with Office Manager and Executive Director on budget tracking, cost analysis, and pricing strategy
  • Preparing stock, systems, and workflows for summer operations
  • Exploring and implementing Tuck Shop opportunities for guest groups

June – August (Summer Operations)

• Serve as front desk receptionist, supporting parents, guests, delivery staff and summer staff
• Continue to support guest group coordination as needed, including communication and payment tracking

Tuck Shop (Camp Store) Leadership

• Manage operations of the Camp Store with Office Manager oversight, including:
  • Inventory execution and restocking
  • Staff training, scheduling, and supervision
  • Daily sales operations and cash handling
  • Camper account management
  • Weekly financial reporting and reconciliation
  • Visual merchandising and sales promotion

Administrative & Camp Operations Support

• Provide administrative support to camp staff and leadership, including:
  • Printing schedules, reports, and communications
  • Supporting camper and medical documentation processes
  • Assisting with staff coordination and time tracking
• Contribute to mid-season and end-of-season reporting, evaluations, and office wrap-up

Additional Requirements:

• 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

Compensation & Work Schedule

• Full-time, year-round position
• Full-time, on-site work required
• Living in or near Muskoka area