Position Description

Summary:

Fairhaven Retreat Centre is seeking a highly organized and service-oriented Operations Coordinator to oversee business office administration, guest reservations, and housekeeping coordination in a beautiful retreat setting. This full-time, onsite role requires strong administrative skills, hospitality experience, attention to detail, and the ability to supervise staff while maintaining high standards of excellence. The ideal candidate is proactive, adaptable, aligned with Fairhaven’s Christian mission, and thrives in a dynamic, guest-focused environment. Competitive compensation commensurate with experience.

Full Job Description:

Location: Onsite
Position Type: Full-Time
Compensation: Competitive compensation based on experience

A Role Where Excellence Meets Hospitality

Fairhaven Retreat Centre is nestled in a stunning natural setting, serving individuals and groups seeking space to rest, renew and restore. It is located just outside the city of Vernon, BC. 

We are seeking a highly capable, service-oriented Operations Coordinator to help ensure our day-to-day operations run smoothly, efficiently and with excellence. 

This is a key role that blends administration, guest services, and housekeeping coordination in a mission-driven environment.

If you are exceptionally organized, thrive in hospitality settings, and take pride in creating operational order and welcoming spaces, we would love to hear from you.

The Role:

The Operations Coordinator plays a central role in supporting Fairhaven’s mission by overseeing:

• Business Office Administration
• Reservations and Guest Services
• Housekeeping Coordination and Supervision
• Operational Support 

This role reports directly to the Executive Director and requires strong judgment, initiative, flexibility and a heart for hospitality.

You Will Be Responsible For:

Business Office Administration

• Manage correspondence, payments, invoices, deposits and donations
• Maintain accurate financial and administrative records
• Process accounts payable and coordinate with vendors
• Administer dynamic pricing policies
• Track payroll timesheets
• Manage filings with various regulatory bodies
• Develop and maintain clear procedures and recurring administrative calendars
• Identify inefficiencies and implement practical improvements
• Assist with website updates, marketing and fundraising communications

Reservations & Guest Services

• Manage guest and retreat bookings from inquiry to departure
• Respond to phone, email and online booking inquiries promptly
• Maintain accurate reservation systems and guest records
• Coordinate group retreat logistics
• Welcome guests and serve as primary point of contact during their stay
• Coordinate counselling inquiries

Housekeeping Coordination and Supervision

• Oversee cleanliness and presentation of cottages and lodge
• Schedule, supervise and evaluate housekeeping staff
• Recruit and train staff and volunteers as needed
• Conduct inspections and ensure high standards are met
• Manage housekeeping inventory and laundry operations
• Address issues and report maintenance needs promptly

Operational Support

• Support Fairhaven’s mission and atmosphere
• Work collaboratively with staff and volunteers
• Adapt to seasonal workload fluctuations
• Assist with emergency preparedness
• Support light landscaping and plant care as needed
• Model professionalism, integrity and care in all interactions

The Ideal Candidate

We are looking for someone who:

• Takes genuine pride in creating environments of order, beauty and hospitality
• Is exceptionally organized and detail-oriented
• Anticipates problems and solves them proactively
• Communicates clearly and professionally
• Thrives in both independent work and collaborative team settings
• Brings warmth and care to guest interactions
• Embraces continuous learning and improvement

Must-Have Qualifications:

• Experience in office administration, hospitality, or retreat/conference centre operations
• Strong organizational and customer service skills
• Proficiency in various productivity tools and technology, including Microsoft Office
• High attention to detail in financial records and communications
• Ability to manage multiple responsibilities effectively
• Discretion in handling confidential information
• Valid driver’s license
• Alignment with and respect for the mission and values of Fairhaven

It Would Be Great If You Also Have:

• Experience in bookkeeping or financial reporting
• Experience implementing or improving administrative systems
• Supervision experience
• Experience in nonprofit or ministry settings
• Familiarity with compliance reporting (CRA, WorkSafeBC, etc.)
• Marketing or website update experience
• Reservation systems experience
• Background in seasonal hospitality environments

Working Conditions:

• Onsite presence required
• Primarily Monday–Friday with occasional evenings and weekends
• Regular walking between buildings and across property grounds
• Exposure to indoor and outdoor seasonal conditions
• Occasional lifting and ladder use

Who This Role Is Perfect For:

This role is ideal for a capable operations professional who loves hospitality, values excellence and wants their work to contribute to meaningful experiences of rest and renewal.

If you are looking for more than just a job — if you want your operational strengths to support a place that deeply matters, we invite you to apply.

To Apply:

Please submit your resume and a cover letter outlining your relevant experience and alignment with Fairhaven’s mission to darren@fairhavencanada.com

We thank all applicants for their interest; only those selected for an interview will be contacted.