Site Administrator

  • Shambhala Music Festival Ltd.
  • Administration
    • Full Time | 
    • Contract/Temporary
    • Seasonal
  • 2003 - 622 Front Street Nelson, Nelson
  • 1 position available
  • Accessible Employer: No
  • Open to International applicants with valid Canadian Work permits: Yes
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Posted on May 7, 2024

Job Description

Do you love organizing and want to be where the action is? Join us as a Site Administrator at Shambhala Music Festival, and play a central role in making the magic happen behind the scenes!

This is a seasonal position starting ASAP that will work full-time until the fall in Salmo, BC.

The Site Administrator will assist the Site Director with any and all challenges in an ever changing, rugged, and fast paced work environment. They will be the face of Site HQ when Site Director is occupied, and handle all Site related inquiries as well as ensure all work is executed in alignment with SMF Policies and Safe Work Procedures. The Site Administrator will upkeep all documentation and systems required for the safe and efficient work flow of Site, and conduct the hiring process for site teams under the direction of HR/Site Director. They will work closely with HR to address any issues that may come up, and have a general understanding of each position and their requirements and responsibilities on site.

Responsibilities & Qualifications

Responsibilities Include:
• Collaborate closely with the Site Director and Human Resources to strategically recruit, onboard, and manage a dynamic team of volunteers and staff members.
• Proactively identify and assess staffing requirements across various teams and positions, skillfully managing the priorities of all site team hiring needs to guarantee optimal staffing levels.
• Address employee concerns, grievances, and conflicts in a fair and confidential manner.
• Liaising with supervisors to ensure everyone is signed in and out on timesheets.
• Mediate and facilitate communication between employees and management to resolve issues.
• Manage employee schedules efficiently using various software.
• Assist in filling out paperwork and identify missing or incorrect paperwork.
• Answer emails and field general inquiries from crew.
• Provide clerical and administrative support to the Site team in tasks as needed.
• Assist with the organization and implementation of training materials for all crew.
• Identify and prioritize communications and responsibilities.
• Proper radio etiquette.
• Complete all training attributed to your scope of work.
• Ensure all SMF OHS paperwork is filled out daily and electronically logged.
• Ensure remote timesheet and itemized daily timecard are filled out, handed in, or electronically logged.
• Coordinate with operators to facilitate alignment and movement of materials.
• Ensure the worksite is organized and free of clutter, rubble and garbage.
• Knowing when and to whom to bring important information to for action items.
• Scrutinizing systems for flaws and identifying areas of potential efficiency.
• Adhering to strict safety protocol at all times.
• Performs other duties as assigned.

Qualifications Include:
• Above average computer skills and experience using Google Sheets, Docs & Gmail.
• Ability to quickly learn new software.
• Understanding of proper radio communications and etiquette.
• Experience with festivals and events is an asset.
• Organization and analytical thinking skills are necessary for this role.
• Good verbal and written communication skills.
• Previous work experience as an Administrator or similar role is an asset.
• Motivated individual who is driven to complete tasks and succeed.
• Meticulous attention to detail.
• Outgoing personality and a team player.
• Courteous, competent, and persuasive. Be a clear communicator.
• Flexible and able to respond to changes in working conditions.
• Ability to maintain confidentiality and exercise discretion.
• Patient in performing repetitive tasks.
• Strong time management & critical thinking skills.
• Ensures compliance with all HR policies.
• Courteous and efficient transmission of information to and from your Supervisor from invested parties.
• Demonstrated ability in multitasking and prioritizing, efficiently managing diverse tasks to meet deadlines and contribute to a dynamic work environment.
• Ability to smile in the face of challenge and constantly changing environment while keeping up the morale of your surrounding teammates with your own positive attitude.
• Troubleshoot potential issues and make recommendations to increase efficiency.
• Ability to work every day of the contract schedule.
• Ability to work in a culturally diverse workspace without personal judgments or bias.

Shambhala Music Festival is committed to employment equity. We strongly encourage applications from Indigenous peoples, Black people, racialized people, people with disabilities, people from gender and sexually diverse communities and/or people with intersectional identities.


20 per hour

Job Application Process

Ready to join the team? Submit your resume and cover letter through our online job application form.

Apply Now