Receptionist/Administrative Assistant - Housing Department

Community Development Council Durham; Ajax; On-site; CAD 35,000 - 55,000; Full time

Job summary

Join a dynamic team as a Receptionist/Administrative Assistant in a community-focused organization. This role is vital for ensuring smooth operations and excellent service delivery. You'll be the first point of contact, welcoming visitors and managing client inquiries, both in-person and over the phone. Your organizational skills will shine as you assist with administrative tasks, maintain databases, and support housing programs. This is an exciting opportunity to contribute to a diverse and inclusive workplace while making a positive impact in the community. If you have a passion for helping others and possess strong communication skills, we encourage you to apply for this rewarding position.

Qualifications

• High School diploma and/or post-secondary education required.
• Two years related experience in non-profit sector preferred.

Responsibilities

• Provide administrative support and maintain service standards.
• Respond to client inquiries and schedule appointments.

Skills

Communication Skills

Customer Service Skills

MS Office Proficiency

Data Entry

Organizational Skills

Bilingual (English/French)

Education

High School Diploma

Post-secondary Education

Tools

MS Teams

Zoom

Access Database

Excel

Job description

Job title: Receptionist/Administrative Assistant

Department: Housing Department

Reports to: Housing Manager

Hours of work: 8:30 a.m. to 4:30 p.m.

Application deadline: February 7, 2025.

Job purpose

The Receptionist/Administrative Assistant will be the first point of contact responsible for attending to visitors and dealing with client inquiries both on the phone and face-to-face. In this position, you will be required to provide information to clients regarding the organization's services. The successful incumbent will be required to perform a variety of clerical and administrative tasks in order to support and ensure that services are provided in an effective and efficient manner.

Duties and responsibilities

Administrative Support

• Ensure established service standards and customer service excellence is maintained.
• Assist with housing program marketing.
• Communicate and liaise with partners and community agencies regarding programs and client records.
• Assist with developing and implementing administrative practices to increase efficiency and enhance customer service.
• Assist the housing manager with the update and maintenance of a centralized filing and database management system.
• Compile statistical reports, information on intake, service activity, and provide to Manager on a monthly basis or when requested.
• Draft and format correspondence and memos.
• Assist with producing and maintaining form templates for use as required.
• Assist with coordinating use of special equipment (e.g., laptops, projectors, etc.).
• Assist to ensure the onsite housing programs promotional materials and virtual platforms are maintained and updated.
• Set up meeting rooms and offices for workshops, meetings, etc. ensuring all required equipment and meeting supplies are available.
• Prepare and maintain client appointments on behalf of the department.
• Assist with minute taking at meetings as requested by housing manager.
• Participate in promoting positive workplace culture through committee membership and agency activities.

Client Service Support

• Assist with training and support to ensure a welcoming environment at CDCD.
• Conduct data entry, client tracking, and overall statistics collection.
• Respond to service users’ and volunteer inquiries via telephone, email, and in-person and forward to appropriate staff.
• Provide information on agency services, schedule appointments, and keep accurate records.
• Conduct initial screening and direct clients to appropriate internal and external services.
• Coordinate the smooth flow and collection of initial client contact details.

Skills and Abilities

• Superior communication skills, oral and written proficiency in English.
• Working knowledge of French would be a strong asset.
• Excellent interpersonal/customer service skills including excellent telephone manner.
• Proficiency in MS Office Applications: Word, Excel, PowerPoint, Publisher, Outlook, Access, Internet.

Additional Requirements

• Ability to take initiative and work independently.
• Excellent organizational and time-management ability to multi-task in a fast-paced environment.
• High level of energy and a positive attitude.
• Demonstrate a non-judgmental and positive approach to challenges.
• Ability to take initiative and be a strong self-starter who takes responsibility and is accountable for actions/decisions.
• Results oriented, proactive, and resourceful with a quality-standards approach.
• The Receptionist/Administrative Assistant will need to be flexible regarding assigned work hours and location.

Qualifications

• High School diploma and/or post-secondary education.
• Knowledge of administrative and clerical procedures.
• Two years related experience in non-profit sector/Employment Resource Centre/community services.
• Experience working with people from various cultural, ethnic, and socio-economic backgrounds.
• Proficiency in the use of computer programs for: Word Processing, Databases, Spreadsheets, E-mail, Internet and Marketing & Newsletter publication.
• Strong proficiency in the use of virtual platforms such as MS Teams and Zoom.
• Ability to take initiative and be a strong self-starter who takes responsibility and is accountable for actions/decisions.
• Results oriented, proactive, and resourceful with a quality-standards approach.
• Able to create and navigate excel spreadsheets and Access Database.
• Good organization skills.
• Proficiency in additional languages other than English would be a definite asset.

APPLICATION PROCESS: Applicants are requested to submit their resume and a cover letter stating salary expectations, while outlining their strengths, experience, and aptitude to fulfil the position requirements.

Please submit applications to: Receptionist/Administrative Assistant at: https://communitydevelopmentcouncildurha.easyapply.co

CDCD thanks all applicants for their interest; however, only those asked for additional information and/or selected for an interview will be contacted.

CDCD is committed to providing equal opportunity to all employees. We strive to create a diverse and inclusive workplace that represents the cultural mosaic of the Durham Region and the communities we serve.

CDCD is strongly committed to diversity and inclusion within its community and encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, LGBTQ2S persons, and others who may contribute to fostering innovative ideas and solutions.

As an employer, CDCD has a duty to accommodate potential candidates throughout the hiring process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005.