Receptionist

Tobermory; Victoria; On-site; CAD 55,000 - 62,000; Full time

Job summary

Royal BC Museum in Victoria, BC is seeking a Receptionist to deliver welcoming visitor services, guide guests through exhibits, and answer inquiries. You will manage phone calls, emails, and front desk operations, assist with registrations for visitors and researchers, and support records and mail tasks while keeping the reception area organized.

Ideal candidates will have office experience, a background in a museum/library setting, and strong customer service skills.

Qualifications

• Secondary school graduation or equivalent and one year of related experience.
• Experience in an office setting.
• Experience in an archive, museum, library, or gallery environment.
• Front-facing customer service experience.
• Preference for 1+ year in a customer-facing role.
• Experience in tourism or cultural sectors is a plus.
• Must be legally eligible to work in Canada.

Responsibilities

• Act as the first point of contact for visitors, providing visitor-oriented service and explaining museum programs and exhibits.
• Maintain knowledge of the Corporation to answer questions about the Museum, Archives, and IMAX Victoria services.
• Receive and screen incoming calls, direct them to the proper unit, and manage messages.
• Respond to general inquiries via phone, email, and counter.
• Direct clients and visitors to appropriate areas and assist with registrations for passes and researcher access.
• Provide invigilation and oversight during BC Archives partial service hours and manage records handling.
• Issue visitor and group tags and schedule appointments.
• Maintain orderly reception area and manage mail, deliveries, and office supplies.

Skills

Customer service

Communication

Front-facing role

Office setting

Records management

Visitor assistance

Education

Secondary school diploma

Tools

CRM

Outlook

Financial systems

Job description

Employer Name: Royal BC Museum
Position: Receptionist
Salary: $54,684.22 – $61,647.97 annually
Employment type: Regular, Full-time
Location: Victoria, BC V9B 6X2 CA (Primary)

• The candidate will be responsible for acting as the first point of contact for visitors, providing consistent, visitor-oriented customer service, explaining Royal BC Museum and Archives services, programs, and current exhibits, and offering an overview of public services, including lockers, washrooms, food and drink policy, while orienting visitors to the facility.
• The candidate will be responsible for maintaining a thorough understanding of the Corporation to confidently answer questions about the Museum, Archives, and IMAX Victoria programs and services, including exhibits, access to the BC Archives, the IMAX Victoria film schedule, group bookings, events, and other information that supports the visitor experience.
• The candidate will be responsible for receiving and screening incoming telephone calls, directing calls to the appropriate unit or staff, taking telephone messages, ensuring emails and voicemails are actioned in a timely manner, and maintaining the phone tree.
• The candidate will be responsible for responding to general inquiries received by telephone, email, and at the service counter.
• The candidate will be responsible for directing clients and visitors entering the facility to the appropriate area.
• The candidate will be responsible for explaining BC Archives researcher registration procedures, assisting visitors with research pass or day pass registration, processing passes, and issuing them to visitors.
• The candidate will be responsible for providing invigilation and oversight during BC Archives partial service hours, monitoring researchers using the Reading Room, retrieving and returning records from lockers in accordance with established procedures, and ensuring the proper care and handling of records.
• The candidate will be responsible for issuing visitor and group tags in accordance with established security procedures.
• The candidate will be responsible for scheduling visitor appointments.
• The candidate will be responsible for calming upset or angry clients, warning others of violent clients, and calling for emergency assistance when required.
• The candidate will be responsible for ensuring the Reception area remains clean and organized, including the daily maintenance of pamphlets, informational brochures, and marketing materials for visitors.
• The candidate will be responsible for signing for packages and other deliveries received at the reception desk, opening, sorting, and distributing incoming mail, preparing outgoing mail, and arranging courier deliveries and pickups.
• The candidate will be responsible for booking rooms and audio-visual equipment for staff and outside agencies.
• The candidate will be responsible for entering booking information and data into corporate systems, including financial systems, CRM, and Outlook, as appropriate, maintaining calendars, and communicating updates.
• The candidate will be responsible for carrying out records management duties, including filing documents, preparing files for offsite storage, organizing, setting up, maintaining, and classifying records, supporting year-end activities for program areas under the guidance of the Records Management Analyst, and serving as the point of contact for regular shredding services at the facility.
• The candidate will be responsible for purchasing office supplies, processing related paperwork, maintaining supply rooms, and ordering staff business cards as required.
• The candidate will be responsible for arranging servicing of photocopiers, microfilm reader-printers, and other equipment as required.
• The candidate will be responsible for compiling and updating reports, files, and logs, including daily attendance and booking reports.
• The candidate will communicate and collaborate with the Visitor Experience Manager, the Archives Access Team Lead, and other staff members as required.
• The candidate will be responsible for working with onsite Security contractors to ensure the building is opened daily and secured at closing time.
• The candidate will be responsible for guiding volunteers as required.
• The candidate will be responsible for recommending operational efficiencies to improve workplace processes.
• The candidate will be responsible for performing other duties as assigned.

Job Requirements

• The candidate must have a secondary school graduation or equivalent, along with one year of related experience.
• The candidate will be considered based on an equivalent combination of education and related experience.
• The candidate must have experience working in an office setting.
• The candidate must have experience working in an archive, museum, library, or gallery environment.
• The candidate must have experience working in a front-facing customer service role.
• Preference will be given to candidates with more than one year of experience working in a customer-facing role.
• Preference will be given to candidates with experience working in the tourism or cultural sector, including galleries, libraries, archives, and museums.
• Preference will be given to candidates with experience providing visitor services or supporting heritage programming.
• Preference will be given to candidates with experience providing information about Royal BC Museum and IMAX Victoria’s programs and services.
• The candidate must have the ability to communicate effectively in a fast-paced environment.
• The candidate must be legally entitled to work in Canada through Canadian citizenship or permanent resident status.

Security and safety

• The candidate must undergo a Criminal Records Check as required under the BC Public Service Screening Policy and the Criminal Records Review Act.

Work conditions

• The candidate will be required to work from more than one work location as needed.
• The candidate will be required to work evening shifts and may be required to work occasional weekends.