Office/Project Assistant Manager

Fresh Start is a small company, but with complex processes, enormous data handling and very advanced software systems. The company gets ready for the next stage of growth and just underwent a major program & systems restructuring. We are in a major construction mode. New procedures need to be created, the existing ones tested and rewritten, lots of data entry done. The role of this position is to assist with this process.

You need to be very very efficient at all office tasks and project management, while having outstanding customer service/ communications skills, passion for a healthy lifestyle and fairly deep understanding of natural health principles.

The most essential quality here will be an ability to move quickly from a project to a project and to humbly take on any duty required to learn, systematize or sub (from cleaning toilets, to printing binders, to preparing CSVs for import to CRM).

Whom are we looking for?

Firstly, you are a super fast learner of online software systems and can absorb, analyse, process and organize large volumes of data, processes, procedures and instructions within a short period of time. You, get things on the fly and get things done by deadlines.

Secondly, you have outstanding communication (including clear uncluttered speech, impeccable spelling and ability to relate to people on all levels) and project management skills to be able to collaborate with other team members.

Thirdly, you constantly think about ways how to do it faster and better, you think "systemize and automate". You like efficiency and keeping processes simple and working.

You need to deeply understand workflows, procedures creation, data and documentation organization, inventory set-up and management, import/export of data, able to assist with the software development (you don't need to develop the soft, but must be able to identify what processes need to be improved, how this can be resolved and to quickly delegate to developers).

You have common sense, practical mindset and ability to adapt on the fly to help the company transition in the time of change when procedures need to be figured out and created quickly.

Sample Duties/Projects:

(will vary and change, as we are currently hiring and growing the team. Temporal help in various departments will be needed):

1. On-demand assistance with hiring and onboarding/off-boarding team members
- Post adds, enter questionnaires
- Collect resumes, prescreening of candidates, initial interviews
- Documentation signing/collecting
- Staff Shifts Set-up

2. Assistance with Health Spa Bookings and Management
- Set-up Therapists' availability
- Program Schedule, Program Classes and other program documentation updates, as required
- Spa Services Demand Planning, Booking and Management as specifications (data entry and even distribution of appointments)
- Entering new items into the booking system and managing them
- Develop and improve procedures for the department

3. Assistance with Host/Session Manager Duties
- Assistance with morning check-up and delegating/assisting with guests' requests
- Assist in systemizing/procedure creation for the department

4. Occasional Sales Assistance
- Receptionist on busy days, when there is an overflow of calls

5. Assistance with Custom Protocols
- Assemble and deliver to the guests
- Ensure drinks count is right and served correctly

6. Program Preparation
- Purchasing of the Office and Program Supplies
- Printing of Guest Binders, Lecture Handouts
- Updating info in Binders and Activities Schedule

7. Special Projects
- Organize Farm Office Move
- Assistance with testing of the created procedures, pinpointing unclear steps and providing potential solutions
- Online Directories Listings
- Testimonial Recording

Whom Does This Position Report to:
- HR and Program (operations) Manager

Performance Measures:
- Efficiency, skill-set and attitude. Alignment with the Company vision, values and culture is essential.

Our Intake Process:

Application: Please apply on our company site job board on the Join Our Team page https://www.healthretreat.ca/fresh-start-jobs/. It includes a resume and a simple questionnaire, and takes about 20-40 min.

Note: Please carefully read about our vision, culture and values before applying to ensure alignment with your values and health philosophy.

2. 15-min Pre-Screen interview: If you meet our core requirements, we'll contact you over the phone.

3. More Detailed Questionnaire: will send to chosen candidates, to get more information on qualifications.

4. First In-person or over skype 20-30 min Getting-to-Know You Interview: Will clarify your answers.

a. During the interviews and testing we'll thoroughly check your attention to detail, technical and project management/people skills.

5. Second In-person Interview: We'll talk about some core skills and respond to your questions.

6. Third In-person Interview: You'll be meeting with one or several of our team members. The interview may be held in a different office. Alternatively, you may visit some of our activities and thus observe the processes and meet the team informally.

7. References Check http://backcheck.ca/creditinquiries.htm, Several Core Skills/ Personality Tests, and a Credit/Criminal Record Check: You'll be asked to: You are responsible to provide the original criminal record from the local RCMP.

8. Working for one to three days in the company with owner/owners of the company - your hours will be paid. We'll check your self-organization, computer/equipment/office and other skills in the real life.

9. Hiring Decision: Welcome on board! You made it...you've got a lot to learn. We'll see you soon at the retreat. :)

Note: The Hiring Process may vary and change, depending on the need. Some steps may be omitted or blended together.

If you want to be part of a vibrant transformational Fresh Start team please apply now on our company job board at: https://www.healthretreat.ca/fresh-start-jobs/