Resort Administrator Lantern Bay Resort

Great Blue Resorts owns and operates 10 private resort lakefront properties located throughout Ontario’s cottage country. These properties offer outright ownership of beautiful pre-manufactured seasonal recreational cottages. Our resorts have full facilities including community areas, swimming pools, splash pads, multi-sports courts, playgrounds and beaches.

Resort Administrator
ROLE OF AN RESORT ADMINISTRATOR
Resort Administrator Role Overview

The Resort Administrator role in Great Blue Resorts is fundamental in the overall success of the business. This Position is key to managing resort revenue, deal management and administrative activities in the Welcome Centre building and sustaining strong financial returns for investors through accurate and timely revenue financial processes and reporting including resort cottage deal administration management, chargeable owner maintenance jobs, concession, add-on sales activities, petty cash and purchase order management.
The Resort Administrator is the right-hand support for the General Manager for reporting and finance management on the resorts. The Resort Administrator role is similar to that of a Hotel accountant. The Resort Administrator will be located in the office of the resort and non facing customers or vendors.
The Resort Administrator may be managing the administration of paperwork on multiple resorts, depending on the size of the resorts.
Skills

A Resort Administrator should possess strong administration skills, with a keen eye for detail, accuracy and reporting. Strong time management skills are required.
The Resort Administrator should possess the tools to effectively self-manage their revenue administration activities according to the minimum performance expectations, organize and provide detail administrative activities.
Responsibilities/Accountabilities

The Resort Administrator role is to ensure the accurate and timely completion of all revenue, with a strong focus on Park Model Sales and Resort revenue processing and reporting.
FINANCIAL MANAGEMENT
The Resort Administrator’s responsibility will include but not limited to following:
1. Revenue Administration
a. Resort Cottage Sales Administration
1. Resort Cottage Sales Deal administration management
i. Deal management process within and outside of Elite Parks
ii. Inventory Management (with support of General Manager)
iii. Aftersales maintenance jobs associated with that sale
iv. Sales administration - lead management
v. Reports – Sales Activity Reports, Weekly Deal Report

2. Aftersales revenue
3. Add-On revenue

b. Resort Revenue Management
1. Aftersale Revenue
i. Manage maintenance jobs for aftersales in Elite Parks
ii. Invoice owner for aftersale purchase in Elite Parks
iii. Follow up after installation for Owner satisfaction – PM?

2. Budget management
i. Resort Administrator knows the revenue budget targets and works with Revenue Manager to manage resort revenue targets.

3. CareFree Revenue management
i. Communicate with Insurance Broker (Martin, Merry & Reid) regarding owner updates & site #s in Elite Parks for audit purposes
ii. Ensure all cottage owners who are insured by Martin, Merry & Reid are charged for CareFree service package and that all services are completed annually
iii. Applying CareFree charge to owners’ accounts each year (who are auto-enrolled)
iv. Provide weekly/monthly/annual reports to General Manager regarding # of cottage owners on CareFree Manage all paperwork related to the Carefree program

4. Concession Revenue
i. REPORT -Monitors pontoon boat cruise, fishing boats, e bike, bike rental, pay for services, food/drink items or merchandise to owners, contractors and vacation guests and providing daily report to General Manager.
ii. Process sale - If customer POS (point of sale) purchase, follow Elite Parks POS process and put on Owners account if owner purchase
iii. Maintain Inventory levels, create purchase orders, order product with approval and maintain pricing strategies based on revenue targets

5. Contractor management
i. Manage Purchase Order management - Upon completion of work, contractors provide invoice to head office only, obtain sign off on work completed and receive and close work order from GM

6. Credit Requests
i. Complete and submit accurate Credit Requests to Finance Dept requested by the General Manager

7. Dock Slip Fee Revenue
i. Collection of Dock Slip fee revenue prior to July 15th

8. End of Day paperwork
i. Balance daily POS paperwork in Shopify
ii. Transferring POS amounts to Elite Parks
iii. Processing physical deposits

9. Expense Management
ii. Review and confirm packing slips, expense related receipts for concessions, maintenance and operations supplies
10. Facilities Pass Administration
i. Monitor Facility Pass allocations, postings and updates
ii. Process Facility pass management in Elie Parks

11. Front desk cash management
i. Float records reviewed for shortages and overages. Cashless for most resorts.

12. Incident Report Management
i. Incident reports filed on SiteDocs
ii. Was a WSIB Form 7 accurately completed and Alison in HR notified?

13. Human Resources
i. Scan correct New Hire information to Human Resources and Payroll
ii. New Employee file created for Resort, copy of all New Hire Package paperwork filed in Employee specific file, Copy of originals scanned and emailed to Human Resources Manager and HR Generalist.
14. Management Fee processing
i. Processing fee payments for owners for November 30 and April 15th payments
ii. Outstanding Balance collections – Performs, supports and records fee collection calls and emails, provides update notes in Elite Parks and provides General Manager and Finance team with daily activity report from November through May and weekly activity report in season from May 1st to October 31st
15. Merchandise Inventory
i. Weekly - Prepare Weekly orders for food and product for store, clubhouse
ii. Monthly - perform Monthly inventory and submit to Finance
16. Out of Pocket expense report
i. Completed accurately with receipts attached

17. Owner File Management
i. Elite Parks owner card management - update owner information including emails and phone numbers, accurately read and provide owner details regarding account, attach copy of Occupancy Agreement and Insurance to Owner card in Elite Parks
ii. Manage paper Owner files including letters, maintenance jobs and other communications
iii. Collect Occupancy Agreements between November 1st and April 15th, prior to opening to ensure all current owners have current years’ Occupancy Agreement in their Owner’s file and copy to be filed in Owner file

18. Petty Cash
i. Is balanced, accurate and submitted by end of day Sunday

19. Purchase Order Management
i. PO's created prior to purchase, PO's outstanding, released upon receipt, invoices to head office

20. Purolator
i. Collect all items going into Weekly Purolator Pack see Purolator SOP

21. Rental Maintenance Jobs
i. Ensure Maintenance Jobs are created for work requested by Rental guest
ii. Work charges are entered the Owner account is charged when a rental guest requires assistance – propane, hit water check, air conditioner check etc. – chargeable services
iii. Rental guest signs Maintenance Job print out at time of request
iv. Rental Promotion - KPI
v. Extended Stay promotion –- Advise Rental guest day before checking out they have opportunity to stay an additional day or more at a discounted rate
vi. Book now for next year promotion at discounted rate

22. Rental Revenue and program management
i. Check booking information and ensure full payment has been made and collection of full payment taken
ii. Housekeeping checklists - Are the Housekeeping Checklists prepared for new cleanings, reviewed, rental units inspected, signed off by GM, saved to B4 and filed completed cleaning checklists
iii. Rental Survey – Check survey results and provide to General Manager

23. Rental Check Out Administration
i. Outstanding Balances ––Ensure no outstanding balance on file
ii. Guest Experience Surveys KPI
iii. Post Tour Survey 90% or higher – receive, action, file
iv. Post Purchase Survey 5 or higher - receive, action, file
v. Rental Guest to Cottage Owner Conversion - receive, action, file
vi. Promote Trip Advisor, Google Survey completion. Advise rental guest to post a rating on Trip Advisor at check out – win free vacation

24. Rental Post Check out
i. Ensure cleaning assignment made for the vacant unit, Cleaning checklist required signed off for each clean and kept in rental binder
ii. Ensure rental inventory completed on every check out, missing items recorded and replaced
iii. Maintain Inventory levels, order product with approval, pricing and stocking shelves Owner
iv. Maintenance Jobs – (formerly known as Maintenance Jobs) Chargeable Owner Requests
v. Promote, price and create owner requests (maintenance jobs) to hit revenue target
25. Reports - provide daily, weekly, monthly activity reports to General Manager

26. Schedules Ensures General Manager posts 2 weeks in advance and is in line with budget

27. Warranty Management –

28. Weekly Billing Report
i. Reviews with General Manager weekly, identifying revenue gaps and supporting steps to modify sales activities to achieve targets.

Key Performance Indicators

The Resort KPI’s are a shared effort and contribution by the General Manager, Resort Administrator and Property Manager and success will be measured by the following key performance indicators:

Great Blue Resorts is committed to employment equity regardless of national or ethnic origin, color, religion, gender, sexual orientation, age or disability. Great Blue Resorts welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Job Type: Part-time

Salary: $22.00 per hour

Work Location: In person