June 4, 2024

Office Manager

Reports To:     SXDC General Manager


Job Summary

The Office Manager is responsible for the successful leadership and general management of the SXDC LP office according to the vision, objectives and strategic direction set in conjunction with the Board of Directors. The Office Manager is responsible for the efficient daily operations of the SXDC LP office. The Office Manager works with the SXDC General Manager, establishes effective working relationships with community groups, provides orientation and support, and leads the office in existing and future operational opportunities. This is a multi-disciplinary role that requires exceptional organizational and office administrative skills, marketing, and financial management, as broad categories. 

Duties and Responsibilities

Leadership:

  1. Accountable for providing leadership on implementing the BBGR Business Plan.
  2. Develops an operational plan for BBGR which incorporates goals and objectives for long range success.
  3. Negotiates with government representative on funding priorities, with the objective of receiving stable, long-term funding for the ranch and its development.
  4. Develops budgets on an annual basis and tracks expenditures monthly. 
  5. Leads and builds a staff with a focus on hospitality and a cultural experience for customers to the ranch.
  6. Markets BBGR nationally and internationally to attract tourists for a wide range of activities, such as riding horses, tours, traditional culinary experiences, fishing, and other events through out the year.
  7. Oversees the Reservation Management System ensuring adequate staff are available to handle customer needs.
  8. Oversees menu plans based on seasonal goods and purchases food products using the most cost-effective-methods.
  9. Oversees animal health and welfare, including liaising with vets.
  10. Reports to the General Manager  any matters that may affect the ability to achieve its goals and objectives.
  11. Provides direction on specific projects or initiatives to enhance organizational efficiency and effectiveness for accounting systems, controls, policies, and reports to provide meaningful financial reporting, planning, analysis, budgeting, and forecasting

Financial Management:

  1. Creates annual budgets for the operation of the BBGR.
  2. Manages expenditures and develops strategies to increase revenue while keeping expenditures within budget limits.
  3. Provides adequate research and cost-benefit analysis for new business opportunities for the ranch.
  4. Ensures the organization is protected from liability through insurance, policies, and procedures.
  5. Prepares and submits regular activity reports and statistics to the General Manager.

Human Resources: 

  1. Hires, orients, trains staff engaged in wrangling and caring for horses, housekeeping, cooking, tour guides and others that support BBGR.
  2. Ensures that each employee receives solid orientation, hospitality training, health and safety training and customer care when they hiking in the area,
  3. Manages team performance by setting expectations and regularly reviews performance with staff; acts as coach and mentor to address performance issues, and administers progressive disciplinary actions as required.
  4. Operates with discretion when handling sensitive and/or confidential information, prioritizing workflow, and a level of importance for staff activities.

Community Relations:

  1. Works with SXDC General Manager to develop relationships with community members, public, and leadership.
  2. Provides community members with timely communiques on program development, achievements and potential changes via the website and other media sources.
  3. Builds an opportunity that engages the members to provide input through focus groups, AGA, and other initiatives from time to time.

Infrastructure:

  1. Maintains buildings, trails, roads in good repair.
  2. Uses winter months to make major repairs to buildings.
  3. Inspects ranch structures such as buildings, fences and roads and documents conditions.
  4. Ensure safety issues are resolved as soon as possible.

The duties listed are provided as examples of area of responsibility and are not intended to create limits to responsibility but to help understand the scope of the position.  All staff are expected to be team oriented and maintain confidentiality of all information gained while working with the organization.

Qualifications

Education:

  • Degree in Business Administration or related field or equivalent education and experience.

Specialized Knowledge:

  • Knowledge of tourism in British Columbia.
  • Knowledge and experience in human resources and financial management policies and procedures. 
  • Knowledge of financial and reporting requirements for governments agencies.
  • Knowledge of legislation regarding the BC Employment Act & Regulations, Protection of Personal Information Act (FIPPA), BC Human Rights Code.
  • Knowledge of working with First Nations communities.

Competencies:

The Ranch manager should demonstrate competence in some or all the following:

  • Conflict Resolution - Brings conflict into the open at the earliest opportunity to arrive at constructive solutions while maintaining positive relationships
  • Relationship Building - Develops strong, cooperative relationships with internal and external partners, customers, clients and colleagues to build long term relationships that foster collaboration and partnership.
  • Leadership & Teambuilding - Sets an example and a direction for others by acting as a role model and inspiring a positive attitude toward work, motivating others toward vision and goal achievement. Coaches for employee development and provides purposeful feedback for improved performance
  • Strategic Performance - Contributes to the organization’s strategic performance by linking long-range vision and mission to the daily work, developing individual and/or group goals, aligning goals with organization objectives and building commitment of staff to this direction
  • Financial Impact - Delivers on financial results by budgeting resources responsibly, analyzing data, recognizing trends and patterns, and synthesizing financial data into meaningful terms
  • Innovation -Continual improves performance or operational activities by trying new things, finding new ways of doing things and looking for improvement
  • Analytical Thinking - Observes identifies and organizes information to detect underlying issues.  Recognizes patterns to interpret implications, ascertain solutions and make recommendations
  • Business Acumen - Demonstrates an understanding of industry trends, business concepts, economic development as well as the constraints and limits of the environment in which the service is provided while increasing the value of products and services

Skills and Abilities:

  • Ability to understand financial data and forecast the impacts of trends and issues
  • Ability to work independently and build effective interpersonal relationships
  • Ability to make decisions that improve the management of BGGR.
  • Ability to work collaboratively with the leadership team in the establishing of goals, strategy, preparation of budgets and funding proposals.
  • Proficiency in the use of computer programs for word processing, databases, spreadsheets, email and the internet, to the intermediate level (capable of using a large number of functions and feel confident using the program)
  • Ability to self-regulate, meet deadlines, have attention to detail
  • Lifestyle consistent with the importance and responsibilities of the position

Experience:

  • Five to seven years of progressive management of a guest ranch, a tourism business, or a business that deals with tourists as its core element business.
  • Experience developing operational plans, budgets, and financial analysis of data/reports.
  • Experience supervising and managing staff.
  • Proven record of accessing, securing, and managing financial resources
  • Experience working with First Nations is an asset.

Working Conditions:

  • Travel to other related organization locations may be required.
  • Will need to respond to after-hours or emergency calls
  • Required to work some non-standard hours to attend meetings or events, overtime is required.
  • Receives minimal supervision with occasional direction and very few checks of the work performed.

Conditions of Employment:

  • Must maintain strict confidentiality in performing duties and demonstrates personal attributes of integrity, respect, trust, honesty, compassion and accountability.
  • Must be able to obtain and maintain a Criminal Records Check.
  • Must be able to obtain and maintain a valid BC Driver’s Licence.
  • Must provide a vehicle in good operating condition and appropriate vehicle insurance to meet program requirements OR access to company vehicle is provided and requires a valid Driver’s Licence.

Directly Supervises

  • Office Assistants and staff of BBGR.

General Category:

  • Operates as part of a team and is flexible about the boundaries and functions of the job
  • Ability to adapt and respond to changing environments and to constructively create opportunities for change through active participation.
  • Maintains open and professional communications with co-workers, leadership and all others who do business with SXDC.
  • Travels as required in the performance of their job.
  • Takes responsibility for identifying upgrading of personal skills necessary to perform job duties.
  • Maintains confidentiality of all information seen, heard or obtained by virtue of employment.
  • Recognizes and respects all cultural diversity and understands Indigenous culture.

Salary based on combination of education and experience

Article written by SXDC Ltd.

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