Frontline Office Administrator - Client Intake & Systems

Ywca Bc; Vancouver; Hybrid; CAD 52,000 - 54,000; Full time

Benefits offered by this job

Flexible working arrangements

Employee Family Assistance Program

Free staff membership

Staff discounts

Child care priority

Mentorship program

Equity committees

Job summary

YWCA BC in Vancouver is seeking a term full-time receptionist/administrative assistant for 35 hours per week, until March 31, 2027.

You’ll handle reception duties, client intake, appointments, data entry, file maintenance, reporting, purchasing, and general office support, with strong communication and French fluency required.

The organization offers flexible working arrangements and staff benefits in a supportive environment serving diverse communities.

Qualifications

• Relevant education or equivalent work experience.
• Excellent client and customer service skills.
• Excellent computer skills including Microsoft Office Suite, advanced Word and Excel, data entry and SharePoint.
• Excellent telephone skills and proven ability to handle a multi-line system.
• Proven ability to manage shifting priorities.
• Comfortable working on the front-line of a busy employment centre with diverse clients.
• Strong written and verbal communication and interpersonal skills.
• Proven ability to develop and manage office procedures and systems.
• Available during Monday – Friday.
• Valid clear criminal record check for working with vulnerable populations.
• Fluency in French is required.

Responsibilities

• Perform reception duties and provide information to clients over the phone and in person.
• Office support to staff, including booking/rescheduling appointments, data entry, and purchasing supplies.
• Maintain internal administrative systems (client files, statistics reporting, client tracking procedures, annual inventory).
• Provide initial intake for new clients and assist with Online Employment Services registration.
• Produce weekly and monthly intake reports for management.
• Assist with purchasing procedures and office maintenance tasks.
• Coordinate maintenance, parking, lease, and security issues and escalate as needed.
• Assist with onboarding staff and practicum/summer students.
• Code invoices and obtain signatures for finance processing.
• Stay informed on labour market trends and community resources.
• Undertake other related administration duties.

Skills

Customer service

Microsoft Office

SharePoint

Data entry

Communication

French fluency

Education

Relevant education or equivalent

Tools

Microsoft Office Suite

Job description

YWCA BC in Vancouver is seeking a term full-time receptionist/administrative assistant for 35 hours per week, until March 31, 2027.

You’ll handle reception duties, client intake, appointments, data entry, file maintenance, reporting, purchasing, and general office support, with strong communication and French fluency required.

The organization offers flexible working arrangements and staff benefits in a supportive environment serving diverse communities.