Client Engagement and Program Administration Assistant

Hiringplatform; Toronto; On-site; CAD 45,000 - 46,000; Full time

Benefits offered by this job

Competitive compensation

Health benefits plan

Employee Assistance program

Paid religious observance days

Paid personal wellness days

Job summary

The Career Foundation is seeking a Client Engagement and Program Administration Assistant to provide outstanding customer service at front-desk reception and support the delivery of employment services. The role includes auditing client files, coordinating workshops, and maintaining accurate records to meet funder requirements.

You will manage client follow-ups, book appointments, track satisfaction, and assist with general administrative tasks.

Qualifications

• Post-secondary diploma or degree in Business Administration, Employment Services, Office Administration, Community Services, or related field is highly preferred.
• Minimum of two years of experience in customer service and administrative support in a client-facing environment, including front-desk reception.
• Excellent communication skills in English, with a professional, courteous demeanor.

Responsibilities

• Conducts service quality audits of client files and prepares reports to support compliance and continuous improvement.
• Schedules appointments and group sessions, coordinates communications with staff, and tracks workshop registrations.
• Manages front-desk reception and client registrations, answers inquiries, and assists with check-ins and office operations.

Skills

Customer service

Administrative support

Front-desk reception

Education

Post-secondary diploma or degree in Business Administration/Employment Services/Office Administration

Tools

Microsoft Office Suite

Microsoft 365

CaMS

Job description

Client Engagement and Program Administration Assistant

The Career Foundation is a dynamic non-profit organization and registered charity that offers a wide range of employment, training, and workforce development services to job seekers and employers. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of seven locations in the Greater Toronto Hamilton Area, as well as offices in British Columbia, Alberta, and Nova Scotia, we now help thousands of people each year successfully achieve their employment goals. Our team of dedicated professionals has described The Career Foundation as caring, compassionate, innovative, and team-oriented. For more information about us and our services, please visit our website at CareerFoundation.com .

Some of the benefits and features available to our employees include:

Competitive compensation

A comprehensive health benefits plan that includes massage therapy, naturopath services, travel coverage, and much more

An Employee & Family Assistance program

Employee wellness initiatives

Paid days off for religious observance purposes

Paid days off for personal wellness purposes

Program and Role Description: The Career Foundation operates five full suite Integrated Employment Services (IES) Centres across the Greater Toronto Area (GTA), conveniently located in Etobicoke, North York, Toronto, York, and Scarborough. These centres provide job seekers with a comprehensive range of services, including career exploration, résumé and interview preparation, job search support, employer connections, and employment retention support. The Career Foundation also partners with employers that share our commitment to community hiring. Employer services include access to a diverse talent pool, support with coordinating and hosting hiring events, guidance on how to effectively coach and support new hires, and strategies to support job retention.

The Client Engagement and Program Administration Assistant is an important member of the team, responsible for providing exceptional customer service at front-desk reception and supporting the effective delivery of services through a variety of administrative functions, including conducting service quality audits of client files, coordinating the scheduling and logistics of workshops and other events, conducting follow-up calls with clients, tracking client feedback and satisfaction results, and maintaining accurate records in accordance with organizational standards and funder requirements.

As the ideal candidate, you possess exceptional customer service and administrative skills, as well as the ability to manage multiple priorities in a fast-paced environment. You are tech-savvy and learn new systems, tools, and technologies quickly. You demonstrate strong attention to detail, organizational and problem-solving abilities, and the ability to build positive rapport with all stakeholders.

Position Type:
Full-time (37.5 hours per week) one-year contract with excellent potential for permanency.

Starting Salary:
The starting annual salary for this position is $45,000.00 (or $46k if the successful candidate holds a master’s degree, full bilingualism in French, or full proficiency in Sign Language).

Base Location:
This position is based full-time at The Career Foundation’s York Employment Centre, located near Weston Rd. & Lawrence Ave. W.

Vacancy Status:
This posting is for an existing vacancy.

Start:
As soon as possible.

Reporting to:
Area Manager, Employment and Placement Services

Vulnerable Sector Check:
An offer of employment for this opportunity will be contingent on the incumbent providing an acceptable Vulnerable Sector Check (VSC).

Use of Artificial Intelligence:
Artificial Intelligence (AI) is not currently used to screen, assess, or select applicants at any stage of the hiring process.

Responsibilities include:

Client Engagement Support and Program Administration

Conducts service quality audits of client files, completes service quality scorecards, and prepares reports to support continuous improvement and compliance with program standards.

Contacts clients to encourage ongoing participation in services, schedules appointments and group sessions aligned with employment goals, and coordinates communication with assigned staff.

Monitors client engagement through internal and funder reporting tools, proactively identifying clients who require outreach to meet contractual service requirements.

Organizes the logistics and administration of events, including open houses, job fairs, workshops, training sessions, and community engagement activities.

Tracks workshop registrations and attendance, sends reminders, and implements follow-up activities to support participation targets and engagement outcomes.

Monitors client feedback and satisfaction survey results, identifying trends and opportunities to enhance service delivery and support achievement of program performance indicators.

Performs other relevant duties as assigned.

Front-Desk Reception, Customer Service, and Resource & Information

Delivers a welcoming, warm, and professional client experience by providing exceptional customer service at front-desk reception, including supporting client registrations, assisting with check-in procedures, and other reception duties.

Responds to telephone, voicemail, email, and in-person inquiries, providing accurate information to clients and other stakeholders.

Conducts preliminary client eligibility screening and prepares necessary documentation.

Provides clients with general employment resources, technology support, and assistance navigating online applications, forms, and digital tools in the office’s Resource & Information Area.

Schedules meetings, coordinates calendars, maintains meeting spaces and common areas, and provides general administrative support to ensure efficient office operations.

Builds and maintains positive relationships with clients, community partners, employers, suppliers, and other stakeholders to support referrals and service delivery.

Performs other relevant duties as assigned.

Qualifications / Skills Required:

Post-secondary diploma or degree in Business Administration, Employment Services, Office Administration, Community Services, or another related field relevant to the scope of the position is highly preferred, or an equivalent combination of education and experience, is required.

Minimum of two years of experience in customer service and administrative support in a client‑facing environment, including front‑desk reception experience.

Exceptional customer service skills with a professional, warm, and friendly attitude in all interactions with clients, staff members, and other stakeholders, and a high level of respect for the diversity of people served.

Strong administrative and organizational skills, with the ability to maintain accurate records, coordinate schedules, monitor deadlines, and manage competing priorities.

Ability to interpret program requirements, monitor performance indicators, identify follow-up needs, and prepare clear, accurate reports.

Excellent verbal and written English communication skills, with the ability to clearly communicate information. Fluency in a second language is considered an asset.

Prior experience supporting the administration of government‑funded financial support programs (e.g., Employment‑Related Financial Supports or similar initiatives) and/or demonstrated knowledge of documentation verification, eligibility assessment, and claims processing is considered an asset.

High emotional intelligence, demonstrating patience, empathy, and connection when working with clients of varying experiences, needs, and abilities.

Exceptional relationship‑building skills, with a proven ability to develop rapport with individuals from diverse backgrounds and a range of stakeholder groups.

High ethical and confidentiality standards, with proven experience handling sensitive information and demonstrating tact, diplomacy, and sound judgment.

Excellent time management and organizational skills, with the ability to multitask and meet deadlines and objectives.

Proficiency in Microsoft Office Suite and Microsoft 365 applications, including Outlook, Teams, and SharePoint.

Demonstrated aptitude for learning new technologies and systems. Prior experience using case management systems (e.g., FFAI, CaMS) is considered a strong asset.

Flexibility to work outside regular business hours, including evenings and weekends, during peak periods.

Strong work ethic, with a positive, proactive attitude and a commitment to delivering high‑quality work.

Demonstrated ability to remain flexible and resilient, adapting quickly to changing priorities while maintaining trust and positive working relationships.

The Career Foundation’s Commitment:

The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.