Administrative Services Specialist - Full Time

Reena; Toronto; On-site; CAD 46,800 - 57,200; Full time

Job summary

Reena is seeking an Administrative Services Specialist to support the Frankfort Family Reena Residence in Toronto, providing administrative and operational support for day-to-day site functioning.

The role includes welcoming visitors, handling inquiries, coordinating access, and collaborating with multiple departments to ensure smooth operations. It is a pilot position for the FF RR residence with a Monday-Thursday 9:00–5:00, Friday 9:00–4:00 schedule, located at 165 Elm Ridge Drive, Toronto, ON.

Qualifications

• Two-year college diploma in office admin or related field.
• At least 2 years of administrative experience in a fast-paced environment.
• Experience delivering customer service and receptionist support.
• Experience coordinating administrative processes and preparing reports.

Responsibilities

• Provide administrative and operational support to residential operations.
• Coordinate administrative workflows to support daily site functioning.
• Maintain information in operational systems and generate reports.
• Deliver welcoming reception and handle inquiries.
• Coordinate mail, couriers, and building communications.
• Coordinate visitor access procedures for visitors and contractors.
• Support audits, compliance documentation, and project tracking.

Education

Two-year College Diploma in Office Administration

Tools

ShareVision

Job description

Administrative Services Specialist - Full Time

Department: Administrative

Employment Type: Permanent - Full Time

Location: Frankfurt Family Reena Residence

Compensation: $52,000 / year

Description

The Administrative Services Specialist provides comprehensive administrative, operational, and reception support to the assigned residential location. The role supports efficient day-to-day site operations by coordinating operational processes, supporting organizational systems, generating operational information and reports, supporting operational initiatives, and ensuring effective communication.

As the primary reception presence within the building, the Administrative Services Specialist delivers professional and welcoming customer service by greeting visitors, responding to routine inquiries, coordinating visitor access, and directing individuals, families, employees, service providers, contractors, and community partners to the appropriate person or service. The role works collaboratively with Program Operations, Property Services, Security, and other internal departments to support the effective operation of the residential building.

This is a pilot position for the Frankfort Family Reena Residence (FFRR), supporting the launch and operational needs of the new residence.

Shift Schedule:

• Days and Hours:
• Monday to Thursday: 9:00 a.m. – 5:00 p.m.
• Friday: 9:00 a.m. – 4:00 p.m.

The schedule may be subject to change based on operational requirements.

This position will be located at Frankfort Family Reena Residence (FFRR), 165 Elm Ridge Drive, Toronto, ON M6B 1B5.

Why Join Us

Reena is committed to promoting diversity, equity, and inclusion in all aspects of our work. We believe that diverse perspectives are essential for addressing complex social challenges effectively. We actively engage with individuals and communities from different backgrounds and experiences to ensure our programs and initiatives are inclusive and accessible to all. By embracing diversity, we strengthen our mission and create a lasting impact on the lives of those we serve.

Additional Information

We use AI-supported technology to help sort applications according to role-specific criteria, but all decisions throughout the hiring process are made by human reviewers.

Key Responsibilities

1. Administrative and Operational Support

• Provide administrative and operational support to the residential operations team.
• Coordinate administrative workflows and operational activities to support the efficient day-to day functioning of the residential site.
• Provide administrative coordination and documentation support for operational meetings, projects, and organizational initiatives, as required.
• Coordinate office supplies, equipment, service requests, and general office administration.
• Support the coordination of building operations, vendor visits, maintenance requests, and administrative activities.
• Monitor operational priorities and follow up on administrative action items to support operational effectiveness.
• Identify opportunities to improve administrative processes, workflows, and operational efficiency. Version 2 - 2025
• Provide administrative support across departments and locations as operationally required.

2. Operational Systems and Reporting

• Maintain accurate, complete, and reliable information within ShareVision and other operational systems used to support residential services.
• Utilize operational systems to retrieve, analyze, and present information that supports program operations and organizational priorities.
• Generate, compile, and distribute operational reports to support planning, monitoring, and informed decision-making.
• Monitor operational information, identify trends, inconsistencies, and opportunities for improvement, and bring forward observations and recommendations to support operational problem-solving and continuous improvement.
• Conduct routine audits and quality reviews of operational data to support accuracy, compliance, and continuous improvement.
• Collaborate with Information Technology (IT), Program Operations, and other internal departments to support the effective use and continuous improvement of operational systems.
• Support the implementation, testing, and ongoing enhancement of operational systems, reporting tools, and administrative processes.

3. Reception, Customer Service and Operational Coordination

• Provide professional, courteous, and responsive reception and customer service to individuals supported, families, employees, visitors, service providers, contractors, and community partners.
• Welcome visitors, coordinate visitor access procedures, and direct visitors to the appropriate employee, department, or service.
• Respond to routine inquiries received in person, by telephone, email, or other communication channels, escalating matters as appropriate.
• Coordinate incoming and outgoing mail, courier services, deliveries, and building communications.
• Liaise with Program Operations, Property Services, Security, vendors, contractors, and other internal departments to coordinate administrative and operational activities.
• Support building access procedures, visitor protocols, and administrative coordination for contractors and external service providers.
• Maintain a professional, organized, accessible, and welcoming reception and administrative environment.

4. Project and Compliance Support

• Provide administrative support for operational projects, organizational initiatives, and departmental priorities.
• Maintain project documentation, action trackers, and administrative follow-up.
• Assist with audits, inspections, accreditation activities, and compliance documentation.
• Monitor administrative deadlines and support the timely completion of required documentation. Version 2 - 2025
• Assist with the implementation of new administrative procedures and operational initiatives as required.

Skills, Knowledge and Expertise

1) Qualifications

• Two-year College Diploma in Office Administration, Business Administration, Information Systems, or a related field.
• Minimum of two (2) years of progressively responsible administrative experience in a fast-paced office, healthcare, residential services, community services, or non-profit environment.
• Demonstrated experience delivering excellent customer service and reception support while interacting professionally with employees, individuals supported, families, visitors, contractors, service providers, and community partners.
• Experience supporting day-to-day office operations, utilizing organizational information systems, coordinating administrative processes, preparing reports, and managing multiple priorities