Office Administrator

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

Term Full Time – 35 hours/week until March 31, 2027

Location

Posting Period

Job Description

Whatyou’llbe doing:

• Perform reception duties, including regular contact with potential Clients - on the phone and in person – providing information on programs and referrals to other agencies and community resources
• Office support to staff team and Clients such as booking appointments, rescheduling appointments, data entry, photocopying, faxing, preparation of minutes, answering phone inquiries, correspondence, purchasing supplies and petty cash
• Work with the Office Manager to implement, maintain and revise internal administrative systems (i.e. client files, statistics reporting, client tracking procedures, annual inventory, files)
• Provide initial intake process to new Clients, which may require assisting clients with registration on the Online Employment Services (OES) system
• Keep track of intake details (accepted, not accepted, reason for not accepted, cancellations and no shows, type of client) for all case managers and produce a weekly report and monthly report for management
• Assist with purchasing procedures i.e. ordering, monitoring, and tracking
• Assist with issues regarding maintenance, parking, lease, telephone, janitorial and alarm system, and elevate any major concerns to the WorkBC Office Manager as necessary
• Assist with the orientation of new Staff/practicum students/summer students to the WorkBC Centre workplace environment and YWCA policies
• Assist with coding invoices and obtaining signature by the Senior Operations Manager to send to finance team in a timely manner
• Stay current with all labour market trends, employment issues, community resources, job training, and employment opportunities
• Other related administration duties as requested

Whatyou’llneed:

• Relevant education or an equivalent work experience and recognized certification
• Excellent client and customer service skills
• Excellent computer skills including Microsoft Office Suite, advanced word and excel skills, 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, working with a range of Clients including Clients with mental health challenges, Clients with disabilities and Clients who are seeking housing, Clients who are immigrants, and Indigenous Clients
• Strong written and verbal communication and interpersonal skills are required to build effective relationships internally and externally
• Proven ability to develop and manage office procedures and systems
• Must be available during typical business hours (Monday – Friday)
• A valid clear criminal record check (including working with vulnerable populations) is required
• Fluency in French is required

What we offer:

• We offer our eligible employees the following benefits as part of theirtotal rewards package:
• 12% in lieu of time off and benefits and 5 sick days per ESA
• Flexible working arrangements for applicable positions
• Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members
• Free staff membership to our Health & Fitness Centre
• Discounts at our Hotel Willo
• Priority in YWCA Child Carecentres
• A workplace that prioritizes employee health,safetyand well-being, including many learning and growth opportunities such as our employee mentorship program and three equity committees that help to support our goals towards achieving meaningful equity and inclusion.

Pay Rate:$28.75 per hour

We respectfully acknowledge that ourmain officeand many of our programs arelocatedon the traditional, ancestral anduncededterritories of thexʷməθkʷəy̓əm(Musqueam), Sḵwx̱wú7mesh (Squamish) andsəlilwətaɬ(Tsleil-Waututh) Nations, and that our work across British Columbia spans the territories of more than 200 First Nations. We also acknowledge the First Nations, Metis and Inuit peoples who live in our communities.