Employment Services Administrator - Nanaimo

Tenaquip NIS Limited.; Nanaimo; On-site; CAD 40,000 - 49,000; Full time

Benefits offered by this job

Employer matched RRSP

Flexible work enviroment

Job summary

Tenaquip NIS Limited. is seeking an Employment Services Administrator to be the first point of contact at the WorkBC Centre.

The role combines reception, administrative support, and client services to ensure smooth daily operations for clients beginning their journey with WorkBC. The position emphasizes a friendly, proactive service approach, with responsibilities spanning front-desk tasks, data entry, invoicing support, and coordination of client referrals.

Qualifications

• Post-secondary diploma or certificate; with a focus on administration or an equivalent preferred.
• A minimum of 3 years administration experience preferably in the field of employment, counselling or other support services industry with high client activity.
• Multilingual (English plus French or another language) with the ability to communicate effectively both verbally and in writing is preferred.

Responsibilities

• Reception: Greet clients and visitors in a courteous manner, providing information on services based on client needs and eligibility.
• Efficiently manage the multi-line phone system, answering inquiries promptly and professionally.
• Update internal contact lists regularly, ensuring accurate and up-to-date information.
• Assist with in-person client registrations and eligibility screenings, making referrals as needed.
• Vet applications from online portals and Ministry initiatives, scheduling appointments and workshops based on eligibility.
• Provide information on local community services and facilities.
• Assist clients as required
• Handle crisis management situations appropriately, including required reporting.
• Monitor the security of the WorkBC Centre, following opening and closing procedures.

Skills

Communication skills

Multilingual

Customer-service oriented

Problem-solving

Education

Post-secondary diploma or certificate

Tools

MS Office

SharePoint

Databases

Job description

Join a passionate team-based working environment with the opportunity to work with community partners and employers who are dedicated to helping and making a difference in people's lives. Our Employment Services support government-funded programs across Canada empowering all communities through sustainable employment opportunities.

Employer matched RRSP

Flexible work enviroment

Overview

As the first point of contact for WorkBC Employment Services, the Employment Services Administrator is responsible for a comprehensive variety of administrative, financial support and reception tasks within the WorkBC Centre; ensuring the effective daily front-end operations of the office. Consistently and proactively demonstrating a team approach to service delivery, this role is key to the positive and ongoing engagement of Clients 'from the start' of their experience in the WorkBC Centre; constantly presenting a positive, responsive and informed attitude and service delivery that supports the collective WorkBC Centre team.

Responsibilities

Reception:

• Greet clients and visitors in a courteous manner, providing information on services based on client needs and eligibility.
• Efficiently manage the multi-line phone system, answering inquiries promptly and professionally.
• Update internal contact lists regularly, ensuring accurate and up-to-date information.
• Assist with in-person client registrations and eligibility screenings, making referrals as needed.
• Vet applications from online portals and Ministry initiatives, scheduling appointments and workshops based on eligibility.
• Provide information on local community services and facilities.
• Assist clients as required
• Handle crisis management situations appropriately, including required reporting.
• Monitor the security of the WorkBC Centre, following opening and closing procedures.

Administration:

• Provide comprehensive administrative support to the WorkBC Employment Services team.
• Manage facility-related tasks, including keys, security passwords, equipment maintenance, and inventory.
• Handle incoming and outgoing correspondence, faxes, mail, and deliveries.
• Maintain mass communications for workshops or events.
• Organize administration files and templates on SharePoint and other databases.
• Follow up on Ministry policies to track employment obligated clients.
• Manage general office supply inventories and ensure timely data entry and file management.
• Complete ICM unassigned service requests and manage the referral process.
• Monitor and enter client employment outcomes according to established schedules.
• Complete the yearly government file return accurately and in a timely manner.
• Provide basic support for software programs, including Microsoft Office, ICM, and internet search engines.
• Support case management by providing financial supports to clients as per policy
• Administer daily, weekly, and monthly inventory supports with accurate financial support data entry and reconciliation.
• Track and balance petty cash.
• Process FSPS invoices (STOC, job start) accurately and in a timely manner.
• Reconcile and close files accurately and in a timely manner.

Qualifications

Education & Experience

• Post-secondary diploma or certificate; with a focus on administration or an equivalent preferred.
• A minimum of 3 years administration experience preferably in the field of employment, counselling or other support services industry with high client activity.
• Multilingual (English plus French or another language) with the ability to communicate effectively both verbally and in writing is preferred.

Knowledge Skills and Abilities

• Excellent oral and written communication skills
• Demonstrated experience providing services and support to individuals with complex barriers.
• Proven ability to successfully work with and support individuals from a broad range of cultural backgrounds based on a sensitivity to, and understanding of, the unique challenges they may face.
• Proven experience in a busy customer-service focused role with the ability to effectively problem-solve and resolve conflicts both in-person and in a virtual service delivery environment.
• Strong administrative skills and computer proficiency with specific emphasis on MS Office (Word, Excel, Outlook), and customized databases.
• Bookkeeping or basic accounting experience desired; including the proven ability to accurately balance petty cash and maintain inventories.
• Proven ability to consistently develop rapport and collaborative working relationships with diverse clients, team members, Contractors, and the general public.

Work Experience

Full-time

Wage

$44,688.00

Work Conditions

On site in an office environment

Eligibility Statement

Open to all those eligible to work in Canada

Equity Statement

We are committed to fostering a diverse and inclusive workplace. We believe that diversity of thought, background, and experience strengthens our team and drives innovation. We are dedicated to creating an environment where everyone feels valued, respected, and supported.