Administrative Assistant, Front Desk

Kaizen Lab Inc.; Surrey; On-site; CAD 69,025,000 - 79,153,000; Full time

Job summary

DIVERSEcity Community Resources Society is seeking an Administrative Assistant, Front Desk to provide a welcoming space and essential clerical support in an office setting. The role involves handling calls, directing inquiries, greeting clients, and supporting front desk operations.

Qualified candidates will have Grade 12 and up to one year of admin training, plus a minimum of three years' office experience. A criminal record check is required, with internal recall considerations noted.

Qualifications

• Completion of grade 12 and up to one year of office administration training.
• Minimum 3 years' experience in an office environment or equivalent.
• Exceptional written and oral English communication skills.
• Criminal Record Check is a requirement of employment.

Responsibilities

• Answers calls on a busy switchboard and redirects appropriately.
• Greets clients in a professional manner and directs inquiries to staff.
• Monitors visitor sign-in and maintains a safe, welcoming atmosphere.
• Performs clerical tasks such as photocopying, scanning and faxing.
• Supports planning and execution of departmental events and training sessions.

Skills

Typing 50 WPM

Microsoft Office

Customer service

Education

Grade 12

Office Administration training (1 year)

Tools

iCare

Job description

Job Title: Administrative Assistant, Front Desk

Status: Temporary, Full time (union position)

Hours: 35 hours/week

Schedule: Monday - Friday 8.30 AM - 4.00 PM

Grid: 10

Wage: $27.53 - $31.57 (starting $27.53)

Start Date: October 5, 2026

End Date: December 21, 2026 (or until return of incumbent)

Date Posted: September 22, 2026

Closing Date: Open until filled

Please note that internal applicants must apply by September 28, 2026, internal applications received after this date will not be considered as internal and seniority will not apply. Position will remain open until filled.

The Opportunity:

The Administrative Assistant, Front Desk provides a welcoming space and assistance to DIVERSEcity clients. This position provides a variety of administrative and clerical assistance in an office setting.

Key Responsibilities:

• Answers calls on a busy switchboard and redirects appropriately;
• Responds to client inquiries via email and other online platforms;
• Greets clients in a professional manner and directs enquiries to the appropriate staff member or alternate agency;
• Monitors visitor waiting area(s) and reports suspicious behavior. Documents unusual occurrences in a timely manner on the appropriate form;
• Maintains in-depth knowledge of DIVERSEcity programs to provide general information to the public as necessary;
• Oversees volunteers and practicum students who are assigned to the front desk;
• Monitors staff and visitor's sign-in and sign-out, and is aware of staff's whereabouts so as to efficiently deal with calls and client inquiries;
• Ensures facility is welcoming, brochure racks and forms are well stocked, bulletin boards are current and a professional and safe atmosphere is maintained;
• Opens and closes facility;
• Performs clerical functions such as photocopying, scanning and faxing;
• Performs administrative functions such as monitoring and purchasing supplies, data entry, updating documents, mail services, and archiving.
• Supports the planning and execution of departmental events and training sessions by scheduling meetings, creating presentation materials, tracking attendance, and supporting team members to create content.
• Maintains orderliness of the lunchroom;
• Purchase and inventory of office supplies;
• First Aid Attendant;
• Acts as an emergency response plan coordinator;
• Other duties as required.

Qualified candidates will possess:

• Completion of grade 12 and completion of up to one (1) year of business of office administration training;
• Minimum 3-years' experience in an office environment or a combination of education, training, and experience;
• Exceptional written and oral English language communication skills;
• Computer and internet skills, including Microsoft Office, iCare and other databases;
• Minimum 50 WPM, typing speed;
• Experience working in funded programs and non-profit, preferred;
• Second language an asset;
• Ability to work independently and collaboratively in a dynamic group environment.

A Criminal Record Check is a requirement of employment.

Please note that we currently have staff on the recall list. If an applicant on the recall list applies to this vacancy, the provisions under Article 13.5 "Recall" of the Collective Agreement will apply and we will not consider internal applications from those with less seniority.

Additional Information

DIVERSEcity has implemented new safety procedures for in-office and in-person work, to view our safety plan, please visit https://www.dcrs.ca/news/diversecity-re-opening-plan/.

Successful candidates will be provided with the training and equipment to safely carry out their duties, ensuring the best protection for our staff and clients.

A comprehensive job description will be provided to all candidates shortlisted for interviews.

DIVERSEcity is committed to employment equity and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities.

Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our HR department at [e-mail].

Any personal information provided will be maintained in confidence.

About DIVERSEcity

DIVERSEcity Community Resources Society is a registered charity devoted to helping newcomers. For 45+ years we have focused on providing specialized services newcomers to find employment, learn English, find housing, deal with family challenges, work through mental health issues and access medical care. DIVERSEcity is a client-centred organization committed to quality and accountability. We value growth, respect, integrity and compassion. To learn more about DIVERSEcity visit us at www.dcrs.ca/.

We thank all applicants for their interest in this opportunity; however, only those selected for an interview will be contacted.