Reception & Administrative Assistant

Elim-Village; Surrey; On-site; CAD 25,000 - 30,000; Part time

Job summary

Elim Village operates two aging in place communities for older adults in Surrey and Chilliwack, BC, where over 1,000 seniors call Elim Village home. We’re looking for a Reception & Administrative Assistant to be the first contact for residents, families and visitors, providing administrative support while reflecting our values.

This 3-day-per-week role supports operations, rentals, events, and office administration, with emphasis on professional customer service and computer skills in Microsoft

Qualifications

• Previous experience in customer service, reception, or office administration.
• Ability to provide professional and effective administrative support.
• Experience in a senior living community or customer service organization is preferred.

Responsibilities

• Answer incoming telephone calls and manage the main switchboard.
• Maintain knowledge of site layout and services to provide accurate information.
• Monitor reception area and keep it clean and presentable.
• Manage office supplies and coordinate replenishment as required.
• Maintain administrative records, contact lists, and documents.
• Assist with general administrative duties, including filing and data entry.
• Coordinate meeting room bookings and support in vendor coordination.

Skills

Customer service

Office administration

Strong communication

Empathy toward residents

Tools

Microsoft Office Suite

Job description

Elim Village operates two exceptional aging in place communities for older adults. Our retirement villages are located in Surrey and Chilliwack, B.C., where over 1,000 seniors call Elim Village ‘home’. We’re looking for new talent to join us as we continue to be at the leading edge of seniors living. We offer a unique opportunity to be part of a not-for-profit organization founded on Christian principles and beliefs, which pursues the highest standards of professionalism. Join our diverse team of more than 500 employees in making a daily difference in the lives of residents.

Job Summary :

The Reception & Administrative Assistant reports to the Operations Manager and provides the first point of contact between Elim Village and its stakeholders. This position serves residents, families, and other visitors by providing a positive first impression and directing inquiries according to individual needs. The position provides administrative and operational support while maintaining a presence that reflects Elim’s values and excellence in customer service. This role supports all aspects of Operations, which include property and rentals management services. As a key contact point between Elim Village and its various stakeholders this individual needs to be a positive reflection of the organization and its values.

Qualifications :

• Previous experience in customer service, reception, or office administration, with demonstrated ability to provide professional and effective administrative support .
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneDrive & SharePoint).
• Previous related experience in a senior living community or customer service organization.

Skills and Abilities:

• Demonstrate a strong commitment to and respect for Elim’s mission, vision, and guiding principles.
• Demonstrated ability to effectively manage office administration and organization, provide exceptional customer service, solve problems, maintain inventory, research vendors, track expenses, prepare meeting minutes, and communicate effectively in the performance of assigned duties.
• Ability to effectively prioritize workflow and deal with confidential matters and information.
• Able to develop and maintain electronic calendars, filing systems and databases.
• Must have proven ability to establish and maintain effective working relationships, dealing with diverse personalities and a variety of internal and external stakeholders, particularly seniors.
• Highly developed verbal and written communication skill.
• Excellent telephone etiquette and strong interpersonal skills
• Must have empathy towards residents and families and able to work well with them.
• Able to represent Elim Village as a knowledgeable and professional brand ambassador, embodying the image and values of the organization.
• Proven ability to establish and maintain effective working relationships, dealing with diverse personalities.
• Must be able to work well independently or in a team setting.
• Must have working knowledge of proper safety practices and the demonstrated ability to work in a manner that recognizes personal safety and the safety of others.

Key Responsibilities :

• Answer incoming telephone calls and manage the main switchboard, directing calls to the appropriate departments or individuals.
• Maintain a strong working knowledge of the site, including buildings, departments, services, entrances, parking areas, and site maps, to provide accurate information and guidance.
• Monitor the reception area and ensure it remains clean, organized, tidy, and presentable throughout the day.
• Manage and maintain office, reception, kitchen, and canteen supplies, including monitoring inventory and coordinating replenishment as required.
• Maintain and update administrative records, directories, contact information, insurance documents, certificates, and other documentation as required.
• Receive, sort, and distribute incoming mail, packages, deliveries, and correspondence and coordinate outgoing mail and courier services as required.
• Assist with general administrative duties, including filing, photocopying, scanning, document preparation, and data entry.
• Maintain staff, department, vendor, and emergency contact lists and ensure information remains current.
• Assist with meeting room bookings and ensure meeting spaces are organized and prepared when required.
• Communicate general notices, information, and updates to staff or appropriate departments as directed.
• Support the Elim Village administration office environment to maximize effectiveness and deliver a positive first impression reflecting the culture and values of the organization.
• Supervision of boardroom and meeting room calendars, catering delivery, housekeeping, copier maintenance, Shred-it and comparable professional office services.
• Creation of resident handbooks and key packages for new residents and support in programming entry FOBs and Garage Door openers.
• Assist in the creation, maintenance and revision of operational procedures, recordkeeping systems, forms control, office equipment and layouts.
• Support in the coordination of rentals and events
• Support in the coordination of resident property insurance

Working Conditions :

• Works in a busy, front-facing environment with frequent interruptions and changing priorities, requiring flexibility, organization, and professionalism.
• Regular interaction with staff, residents, visitors, and external contacts.
• Occasional work outside regular business hours may be required.
• This is a 3-day-per-week position that works closely with another Reception & Administrative Assistant in a job-share arrangement. As part of the role, there may be occasional opportunities to provide additional coverage for vacation, sick days, or other absences, helping to ensure consistent front-desk and administrative support.

Responsibilities to Health and Safety :

• Follow established health and safety policies, procedures, and safe work practices
• Take appropriate measures to protect personal health and safety and the health and safety of others
• Identify and promptly report hazards, unsafe conditions, or practices to the appropriate supervisor or manager
• Report workplace injuries, illnesses, incidents, and near misses in accordance with established policies and procedures
• Participate in required health and safety training and cooperate with workplace health and safety initiatives

Notes:

• This is a regular part-time position, 22.5 hours per week, Wednesday to Friday 8:30am-4:30pm
• Competitive compensation based on qualifications and experience