top of page

Career Opportunities

Front Desk Reception/Administrative Assistant

Join the incredible team at Polarettes Gymnastics Club

Who We Are

 

The Polarettes and Polar Tumblers Gymnastics Club is Yukon’s only gymnastics facility; With 1600 active youth members and thousands of casual users annually, the Polarettes strive to inspire a foundation of excellence in our community. Our programs offer fun, fitness, and fundamental movement skills to youth at both recreation and competitive levels. For more information on our organization and programs, please view our website:

www.polarettes.org
 

Working Title: Front Desk Reception/Administrative Assistant

Position Level: Entry Level

Employer: Polarettes and Polar Tumblers Gymnastics Club

Role type: Hourly, 25 to 40 hours a week
Salary Range: $24.00 to $29.00/hourly, based on experience level
Other: Flexible working hours and partial remote work opportunities 

Accepting applications until: Extended Deadline: Thursday, June 13th at 4:00 PM or until position is filled. 

Starting Date: As soon as possible and no later than June 15th, 2024
Other requirements: All applicants must be legally allowed to work in Canada, hold an active drivers license with their own vehicle, and be willing to obtain a criminal record with vulnerable sector check, and willing to obtain Standard First Aid with CPR C. 

Detailed Summary of Duties and Responsibilities

In this position, the successful applicant will be the primary daily contact for all questions regarding Polarettes programs and services. The ideal applicant is a personable customer service professional who enjoys helping members with their questions, and patiently walking them through which program might suit their child’s needs best. 

 

The successful applicant will be best fit for the job if they have strong communication skills, patience, an eye for detail, enjoy working around kids, ability to self-start and manage workload independently, and aren’t bothered by a noisy and sometimes chaotic work environment. The front desk is right beside the balance beams and our water fountain, which means that kids will be around the desk regularly throughout the shift.

Our club culture is friendly, welcoming, inclusive, with compassionate leaders. This positions offer a lot of flexibility, including the possibility to work reduced hours or remotely during school holidays such as christmas break, spring break and summer breaks.

This list is intended to provide an idea of a standard workweek of responsibilities. Other duties and responsibilities may arise, such as aiding in events (Yukon Championships, etc…), printing documents

 

Front Desk Receptionist
 

  • Answer all phones, questions, and e-mails for general inquiries. Direct all unknown or escalated concerns to the correct manager

  • Update voicemails, schedules on doors etc., for all changes in regular programming, closure dates

  • Primary contact for all program information for recreational, daytime, and party programs

  • Main customer service representative at the front desk and provide information to clients during scheduled times, purchase memberships, ensure all persons signed in correctly and have valid memberships, and understand rules.

  • Make sure the Saturday Drop is entered online for registration and monitor

  • Set up all rentals for schools and parties in Amilia

  • Set up a monthly calendar for coaches with all information needed and email weekly

  • Communication with all schools on rentals (helping them book, pay, and maintain calendars for coaches, getting attendance list for all schools), as well as party rentals (creating and sending out invitations, calling monthly for party information/rules)

  • Run all of registration

     

Administrative Assistant
 

  • Running errands such as mail pick up and drop off, picking up office supplies, dropping items at storage unit as needed 

  • Sending out waivers to members, and filing of waivers, documents

  • Booking meetings for the board of directors, staff 

  • Communicating payroll deadlines, acquiring staff timesheets monthly and dropping off to bookkeeper

  • Work with funding agencies like Kid’s Rec Fund and Jordans Principle to process funding requests for members and ensure all balances are paid

  • Prepare invoices for additional expenses such as suits, travel, etc. 

  • Report membership numbers for insurance and annual funding tracking 

  • Track all parent commitment hours and fundraising money is tracked and maintained & communicate with parents on fundraised amounts used, available, and owed

  • Manage our skill tracking and report card process 

  • Set up binders for coaches by session with all needed information, such as attendance, emergency info, etc.

  • Tracking inventory of leotard and teamwear stock 

  • Clean as needed upstairs, office, desk area, coaches corner

  • Make sure all documentation is properly filed

  • Pay bills as requested, work with bookkeeper to create checks and send them out

  • Empty lost and found bin after each session

  • Call facility security and maintenance as needed if the club needs repairs, or service


Banking
 

  • Deposit and code all payments made in cash, check, square (complete online form as well as receipt form for bookkeeper whenever a deposit is made)

  • Ensure all post dated payments (checks) are deposited online in Amilia as they are physically put in the bank

  • Send all monthly documents to bookkeeper
     

Interested applicants should send their resume and a short paragraph on why Polarettes interests them "ATTENTION: Alysia Hornblower" to info@polarettes.org

Accepting applications until:
Thursday, May 30th, 2024 at 4:00 PM, or until filled 

bottom of page