Front-of-House Office Administrator

First Voice NL; San Juan de Terranova; Hybrid; CAD 42,000 - 52,000; Full time

Job summary

First Light is an Indigenous nonprofit delivering programs and services in St. John’s, NL. The Front-of-House Office Administrator supports the Headquarters by handling reception, communications, records, and front-desk operations with a welcoming, culturally grounded approach.

You’ll work alongside the Community Welcome Navigator to ensure consistent, respectful service for community members, visitors, and staff, maintaining organized systems and facilitating smooth daily operations.

Qualifications

• We recognize that knowledge and strength come in many forms, including lived experience, cultural teachings, community care, employment, training, and formal education.
• Equivalent combinations of education and experience will be considered for the role.
• Candidates should demonstrate strong organizational and communication abilities and discretion.

Responsibilities

• Provide professional and welcoming first point of contact for community members, visitors, staff, and service providers.
• Manage reception, telephone routing, inquiries, deliveries, and front-desk processes to ensure smooth operation.
• Maintain up-to-date information on staff, programs, events, locations, and organizational activities.
• Coordinate day-to-day front-of-house scheduling, calendars, and room bookings.
• Support administrative and records duties with confidentiality and privacy controls.
• Assist with supplies, meetings, events logistics, and basic equipment coordination.

Skills

Indigenous histories

Office administration

Organizational skills

Time management

Communication

Confidentiality

Record-keeping

Privacy procedures

Education

Equivalent combinations of relevant experience/education

Tools

Office suites

Databases

Job description

First Light is an Indigenous non-profit organization that delivers transformative programs and services that empower, uplift, and support the urban Indigenous community in St. John’s, Newfoundland and Labrador. Our work spans health; housing, justice, and social supports; early learning and childcare; and arts and recreation. We walk alongside our community to foster inclusive environments that unite Indigenous and non-Indigenous peoples, promote social well-being, and drive sustainable change.

The Front-of-House Office Administrator supports the smooth and professional operation of First Light’s Headquarters. Working from the reception area, the position coordinates day-to-day office administration, communications, records, supplies, scheduling, and front-desk processes while providing practical administrative support to staff and programs across the organization.

Working alongside the Community Welcome Navigator, the Office Administrator helps maintain consistent reception coverage and a coordinated experience for community members, visitors, partners, and staff. While the Community Welcome Navigator leads relational engagement, needs assessment, and service navigation, the Office Administrator maintains the systems, information, and operational processes that keep the front of house organized and functioning effectively.

Who You Are & What You Carry

You are organized, dependable, and attentive to the details that help a busy office function smoothly. You can manage competing priorities, frequent interruptions, and a steady flow of visitors, telephone calls, information, and administrative requests while remaining welcoming and professional.

You understand that front-of-house administration shapes how people experience an organization. You communicate clearly, protect confidential information, and follow established processes while responding practically when circumstances change.

You enjoy helping others stay organized and have the judgment to distinguish between matters you can address independently and those that should be directed to another staff member. You work well with people from different teams and backgrounds and contribute to a respectful, culturally grounded, and community-centred workplace.

What You’ll Do

Reception and Communications

• Provide a professional and welcoming first point of contact for community members, visitors, service providers, and staff.
• Answer and route incoming telephone calls, respond to general inquiries, receive deliveries, and direct visitors to the appropriate person or location.
• Maintain current information about First Light’s staff, programs, events, locations, and general organizational activities.
• Maintain visitor, telephone, and front-desk procedures that support consistent, respectful, and efficient service.
• Direct community members seeking programs or supports to the Community Welcome Navigator or appropriate First Light staff member.

Office Administration and Coordination

• Coordinate day-to-day administrative systems and front-of-house processes at First Light’s Headquarters, including the general email inbox, shared calendars, meeting-room bookings, appointments, and other scheduling or logistical arrangements.
• Prepare, organize, file, and distribute correspondence, forms, notices, internal documents, and other administrative materials, including receiving, sorting, and distributing mail and deliveries.
• Identify administrative issues or process gaps and work with the appropriate staff to resolve them.

Supplies and Workplace Support

• Monitor and maintain office, reception, kitchen, and meeting-room supplies and coordinate approved purchases.
• Help ensure reception areas, meeting rooms, and shared administrative spaces are clean, organized, functional, and ready for use.
• Support meeting and event logistics, including room preparation, materials, refreshments, and basic equipment coordination.
• Follow established purchasing, approval, documentation, and financial-control procedures.

Administrative and Records Support

• Provide general administrative support to staff and teams, including document preparation, data entry, copying, scanning, scheduling, and information coordination.
• Maintain organized and accessible files, directories, forms, shared resources, and administrative records in accordance with First Light’s privacy and confidentiality requirements.
• Handle sensitive information with discretion, sharing it only with appropriate staff.
• Support the consistent use and improvement of administrative forms, templates, filing systems, and office procedures.
• Work collaboratively with the Community Welcome Navigator and other staff to maintain consistent reception coverage and coordinated front-of-house service.
• Maintain primary responsibility for administrative and operational functions while supporting general greeting and wayfinding as needed.
• Contribute to the development of welcoming, culturally grounded, and low-barrier front-of-house practices.
• Perform other related duties as required.

Skills, Experience & Requirements

We recognize that knowledge and strength come in many forms, including lived experience, cultural teachings, community care, employment, training, and formal education. Equivalent combinations of relevant experience, education, and learning will be considered.

• Strong understanding of Indigenous histories and cultures, including the urban Indigenous community in St. John’s.
• Experience in office administration, reception, customer service, program support, or another relevant administrative role.
• Strong organizational and time-management skills, with the ability to manage competing priorities and frequent interruptions.
• A professional, dependable, and discreet approach, with sound judgment and consistent follow-through.
• Strong communication skills and the ability to interact respectfully with community members, visitors, and colleagues.
• Ability to maintain accurate records, handle confidential information, and follow established administrative and financial procedures.
• Familiarity with office productivity suites (i.e. email, calendars, word processing, spreadsheets, etc.), databases, and shared filing systems.
• This is an on-site, public-facing position located at the reception desk within First Light’s Community Gathering Space. The environment is active and may involve frequent interruptions, varied noise levels, competing administrative demands, and regular interaction with community members, visitors, staff, and service providers.
• The Front-of-House Office Administrator must be able to remain organized and professional in a shared, highly visible environment while protecting confidential information. The position may require movement throughout the facility and occasional lifting or carrying of office supplies, meeting materials, or deliveries.

Preference will be given to qualified Indigenous residents of Newfoundland and Labrador.

First Light celebrates diversity and is committed to creating an inclusive and supportive environment for all members of our team. We welcome applications from all qualified candidates regardless of Indigenous identity or status, lived experience, national or other origin, gender identity or expression, sexual orientation, religion, age, or other characteristics.

We strongly encourage applications from individuals who carry lived experience expertise, acknowledging the value and alignment with First Light’s organizational goals. We’re committed to supporting candidates throughout the application process by accommodating any disability-related requests.