We are looking for an Administrative Assistant to support campsite reservation operations and general office coordination in Concord, California. This contract to hire opportunity is ideal for someone who enjoys balancing customer service, detailed recordkeeping, and day-to-day administrative support in a fast-paced environment. The role will serve as a key point of contact for members, assist with reservation activity and camp communications, and help maintain organized office processes that support smooth operations.
Administrative Assistant - Camp Responsibilities:
- Process camp reservation requests and respond to all member inquiries.
- Manage, assign, and oversee reservations, including the annual lottery for two California campsites.
- Review and authorize reservation refunds when appropriate.
- Document, track, and address issues reported by camp hosts or members, elevating concerns to the Office Manager or President as needed.
- Process charges for cabin cleaning when reported and documented by camp hosts.
- Support camp hosts and escalate operational concerns to management when necessary.
- Maintain and manage camp waitlists and fill vacancies promptly.
- Prepare and reconcile daily logs for reservations, payments, and cancellations.
- Approve, document, and notify hosts of upcoming service animal accommodations.
- Prepare and distribute reservation forms, brochures, and updated camp flyers.
- Review the website regularly and submit updates to the Director of Marketing.
- Maintain the Camps Desk manual
- Maintain all records related to reservations, cancellations, refunds, and complaints.
- Coordinate work party dates, assignments, and communications with camp hosts.
- Assist the President with tasks supporting the successful operation of all camps.
- Communicate last-minute reservation changes to camp hosts as needed.
- Promote union membership.
- Collaborate with management and IT to improve camp procedures.
- Update the annual calendar of special events with the Office Manager and President before posted on website.
- Reserve cabins that are required for management inspections before the new calendar year is posted on website.
- Prepare and submit articles for company bulletin.
Additional Administrative Responsibilities:
- Create camp certificates upon request from the Office Manager or Director of Marketing.
- Process retiree payments as time permits.
- Collaborate with staff to develop and implement improvements to office operations.
- Pick up and process mail in the absence of Administrative Support personnel.
- Provide administrative support to the office as needed.
- Attend New Hire Orientation (NHO) approximately once per month.
If you are interested in the Administrative Assistant role, please apply today!
- Prior experience in an administrative assistant, office support, or customer service role with regular responsibility for handling detailed records.
- Ability to manage high-volume email and phone communication while delivering attentive service to members or customers.
- Experience with data entry, payment processing, invoicing, or reservation-related administrative tasks.
- Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
- Strong organizational skills with the ability to prioritize multiple requests, maintain accuracy, and meet deadlines.
- Comfortable working with reservation systems or similar tracking tools used for scheduling and record management.
- Clear written and verbal communication skills, including the ability to document issues and coordinate with multiple stakeholders.
- Ability to work independently while collaborating effectively with office staff, management, and support teams.
