Office Manager/Personal Assistant

$48,000 - $72,000/Yr

Unclassified - Friday Harbor, WA

Full-time - Entry Level

Friday Harbor, WA

About the position

Sea Quest Kayak Tours is seeking an Office Manager and Personal Assistant to play a crucial role in organizing and coordinating administrative duties, fulfilling office procedures, and maintaining a pleasant work environment. This position is essential for ensuring high levels of organization, communication, and safety within the office. The ideal candidate will be responsible for a variety of tasks that support both the operational and personal needs of the owner, contributing to the overall success of the kayak tour business. The Office Manager will serve as the point person for various office management duties, including maintenance, mailing, supplies, equipment management, bill payments, errands, and shopping. This role requires scheduling meetings and appointments, managing staff duties, and organizing the office layout. The Office Manager will also oversee office operations and procedures, ensuring that all kayak trips are invoiced and paid on time, managing permits with county, state, and national historic parks, and maintaining the administrative budget with accurate and timely reporting. In addition to administrative responsibilities, the Office Manager will assist with payroll preparation, provide general support to kayak tour guests via phone and email, and make sales for kayak tours. The role also involves assisting in the hiring, onboarding, and training process for new hires, providing logistical support for kayak tours, and maintaining the cleanliness and organization of gear, equipment, and the office space. Flexibility is key, as the Office Manager may be required to take on a variety of tasks, from administrative duties to hands-on support during tours.

Responsibilities

• Serve as the point person for office manager duties including maintenance, mailing, supplies, equipment, bills, errands, shopping
• Schedule meetings, appointments, and staff
• Manage and oversee staff and their duties
• Organize the office layout and order supplies
• Organize office operations and procedures
• Ensure that all kayak trips are invoiced and paid on time
• Manage permits with county, state, and national historic parks
• Manage administrative budget and ensure accurate and timely reporting
• Help with payroll preparation
• Provide general support to kayak tour guests over the phone and email
• Make sales for kayak tours over the phone and email
• Assist in the hiring/on-boarding/training process for new hires
• Provide logistical support, including shuttling vehicles to beaches, assisting with the movement of kayaks or gear with guides, purchasing supplies, and preparing supplies for overnight tours
• Assist with personal assistant tasks to help the owner stay organized and manage the company
• Maintain/clean/organize gear and equipment
• Maintain/clean/organize the grounds and office space
• Assist with inspecting/cleaning/repairing kayaks/equipment/trailers/vehicles and ensure they are ready and presentable for our kayak tours
• Perform trash runs and ensure the facility is tidy
• Be flexible and willing to take on a variety of tasks as needed from floor sweeping to administration

Requirements

• Proven experience as an Office Manager, Front Office Manager, or Administrative Assistant
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Experience working with scheduling or CRM software
• Hands-on experience with office machines (e.g., fax machines and printers)
• Familiarity with scheduling tools such as Google Calendar
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with the ability to suggest improvements to SOP's
• High School degree; additional qualification as an Administrative Assistant or Secretary is a plus
• Flexibility and willingness to perform a variety of tasks as needed