Receptionist / Admin Assistant-Bilingual

Western Ottawa Community Resource Centre; Toronto; On-site; CAD 30,000 - 60,000; Part time

Job summary

A community resource center in Ontario seeks a bilingual Receptionist/Admin Assistant to provide reception and administrative support. The ideal candidate must be fluent in English and French, with a strong background in office management. This part-time, permanent position requires 14 hours/week, primarily during evenings and weekends, offering a salary range of $26.09 to $29.39 per hour.

Benefits

Health and Dental Insurance

Paid time off policies

Pension Plan (HOOPP)

Qualifications

• Post-secondary education or equivalent experience in office management.
• One-year reception experience with a multi-line phone system.
• Experience in a not-for-profit organization is preferred.

Responsibilities

• Provide reception support ensuring clients feel welcome.
• Manage a multi-line reception phone system.
• Assist with administrative duties as required.

Skills

Fluent in English

Fluent in French

Communication skills

Organizational skills

Problem-solving skills

Education

Post-secondary training in office management or administration

Tools

Microsoft Office Suite

Job description

INTERNAL / EXTERNAL POSTING

Receptionist / Admin Assistant (Bilingual EN / FR) – Evenings / Saturdays

Part-Time Permanent Position (14 hours / week)

SCOPE OF POSITION

Reporting to the Manager of Corporate Services, the position is responsible for providing reception and administrative support to WOCRC programs.

Responsibilities

• Ensure clients of the Centre feel welcome and facilitate smooth access to programs and services;
• Carrying out all building / reception opening and closing procedures;
• Greeting visitors, determining their need and directing them accordingly; issue visitor passes when required;
• Managing a multi-line reception phone system; monitoring and responding to telephone and email inquiries from the public, clients and staff; redirecting calls or messages as appropriate;
• Responding, when appropriate, to questions about the organization and its various programs or services;
• Sorting and distributing all incoming mail and deliveries to appropriate recipients; ensuring that any outgoing mail is prepared and sent daily;
• Booking meeting rooms for staff or external partners, ensuring proper set-up and cleanliness, and lending support as needed;
• Ensuring an adequate supply of general forms and office supplies for Reception; ordering office supplies for staff;
• Liaising with the printing company for orders of branded stationary and business cards;
• Maintaining and distributing the staff telephone extension directory;
• Supporting the continued maintenance of the Reception Operational Manual and any other instruction / information as related to the role;
• Taking client payments and monetary donations; redirecting gifts-in-kind;
• Providing basic support to clients using the public computers, when required;
• Training new Reception staff;
• Arranging back-up for Reception when needed;
• Ensuring cleanliness and organization of entire reception space, including client waiting and child play areas, public computer area and mail room;
• Ensuring bulletin boards are up-to-date and pamphlet racks are stocked.
• Provide Administrative Support To WOCRC Staff:
• Assisting the Administration Manager with administrative duties, as required;
• Providing general administrative support to managers and their teams, as directed by the supervisor;
• Editing and formatting Word docs and creating Excel reports; performing data entry;
• Revising and editing texts (Eng. and Fr.); occasional brief translations;
• Processing client survey results;
• Supporting centre-wide campaigns and program promotion;
• Supporting communications initiatives;
• Photocopying, laminating, preparing mailing labels and mail-outs, preparing meeting material.

Qualifications

• Education and Experience : Post-secondary training in office management, administration or a related program, or an equivalent combination of experience and education;
• One year reception experience with a multi-line phone system, preferably in a multi-disciplinary setting and a not-for-profit organization;
• One-year administrative experience in an office environment.
• Competencies : Ability to work independently, as well as effectively in a team setting; Knowledge of administrative procedures, including proficiency with Microsoft Office suite of products, email and Internet; knowledge of social media an asset; Excellent communication, interpersonal, problem-solving and organizational skills; Demonstrated ability to work in a multi-cultural, multi-disciplinary team environment; Ability to work evenings and weekends.
• Language Requirements Ability to communicate fluently in English, spoken and written; Ability to communicate fluently in French, spoken and written; Other languages reflective of the community we serve an asset.

Salary – Hours

• Salary : $26.09 to $29.39 per hour
• 14 hours / week : Tues / Wed – 4 pm to 8 : 30 pm; Sat – 8 : 30 am to 1 : 30 pm
• Possibility of occasional extra hours

We are an equal opportunity employer. All employment decisions are based on business and job requirements. All qualified applicants will receive considerations for employment based on individual qualifications, without regard to age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, family status (including single status), gender identity, gender expression, record of offences (in employment only), sex (including pregnancy and breastfeeding), sexual orientation or any other status protected by the laws or regulations in Ontario.

WOCRC has an accommodation process in place that provides accommodations for employees with disabilities. If you require a specific accommodation because of a disability or a medical need, please do not hesitate to let us know how we can best accommodate you.

We thank all applicants for their interest in this employment opportunity. Please note however that, due to the volume of résumés received, only those applicants selected for further consideration will be contacted.

The WOCRC values the diversity of its employees and the knowledge, skills and contributions that each brings to the organization. Our work is meaningful, fulfilling, and can be demanding, so we are committed to offering our staff compensation that is fair and competitive for our industry along with a comprehensive suite of benefits to support staff health, wellness, and financial security. Subject to status of position, we offer, generous paid time off policies, including 4-weeks annual vacation, 3-weeks annual sick leave, salary top-up plans, a superb Employee Assistance Program, Health, Dental and Disability Insurance, a world-class Pension Plan (HOOPP), discounted gym memberships and a flexible, supportive work environment, we believe in providing what staff need to thrive, grow, and feel connected and included in our mission.

This is a unionized position. Terms and conditions of employment, including compensation and benefits, are governed by CUPE Local 5530's Collective Agreement.

AFFICHAGE INTERNE / EXTERNE

Réceptionniste / Adjoint(e) Administratif(tive) bilingue (ANG / FR)-

Soirées / Samedis

Emploi temps partiel, permanent – 14 heures / semaine

SYNTHÈSE DU POSTE

Relevant au gestionnaire des services centraux, le ou la titulaire du poste assure les services de réception et offre un soutien administratif léger aux différents programmes du CRCOO.

PRINCIPALES TÂCHES ET RESPONSABILITÉS

Réception

• Assurer que les clients du Centre se sentent bien accueillis et faciliter l'accès aux programmes et services
• Effectuer toutes les procédures d'ouverture et de fermeture du bâtiment / réception
• Accueillir les visiteurs, déterminer leurs besoins et les diriger en conséquence; délivrer des passes visiteurs si nécessaire
• Gérer un système téléphonique multi-lignes à la réception; répondre à tous les appels et courriels du public, des clients et du personnel; rediriger les appels ou messages si approprié
• Répondre, lorsque cela est approprié, aux questions concernant l'organisation et ses divers programmes ou services
• Trier et distribuer tout le courrier et les livraisons entrants aux destinataires appropriés; s'assurer que tout le courrier sortant est préparé et envoyé quotidiennement
• Réserver des salles de réunion pour le personnel ou les partenaires externes, assurer la mise en place et la propreté, et apporter un soutien si nécessaire;
• Assurer un approvisionnement adéquat en formulaires généraux et fournitures de bureau pour la réception; commander des fournitures de bureau pour le personnel;
• Faire le lien avec l'imprimerie pour les commandes de papeterie et cartes de visite de marque;
• Maintenir et distribuer le répertoire des extensions téléphoniques du personnel;
• Soutenir la maintenance continue du Manuel Opérationnel de la Réception et toute autre instruction / information liée au rôle;
• Prendre les paiements des clients et les dons monétaires; rediriger les dons en nature;
• Fournir un soutien de base aux clients utilisant les ordinateurs publics, si nécessaire;
• Former le nouveau personnel de la réception;
• Organiser le remplacement à la réception si nécessaire;
• Assurer la propreté et l'organisation de tout l'espace de réception, y compris les zones d'attente des clients et de jeu pour enfants, la zone des ordinateurs publics et la salle de courrier.
• Assurer que les tableaux d'affichage sont à jour et que les présentoirs de brochures sont approvisionnés.

Soutien administratif au personnel du CRCOO

• Aider le gestionnaire administratif dans les tâches administratives, selon les besoins
• Fournir un soutien administratif général aux gestionnaires et à leurs équipes, selon les directives du superviseur
• Modifier et formater des documents Word et créer des rapports Excel ; effectuer la saisie de données
• Réviser et éditer des textes (Ang. et Fr.) ; traductions occasionnelles
• Traiter les résultats des enquêtes clients
• Soutenir les campagnes et la promotion des programmes à l'échelle du centre
• Soutenir les initiatives de communication
• Photocopier, plastifier, préparer des étiquettes d'envoi et des envois postaux, préparer le matériel de réunion.

AFFICHAGE INTERNE / EXTERNE