Team Leader of Administration & Reception

Kahnawake Shakotiia’takehnhas Community Services; Quebec; On-site; CAD 39,000 - 56,000; Full time

Job summary

Kahnawake Shakotiia’takehnhas Community Services is seeking a Team Leader of Administration and Reception to supervise front-line service coordination, scheduling, records management and office procedures, ensuring efficient, confidential and respectful service.

Under the guidance of the Office Manager, the role supports staff development, fosters a trauma-informed culture, and collaborates across KSCS programs to provide consistent administrative support and a welcoming client experience.

Qualifications

• Experience supervising administrative or reception teams.
• Background in office procedures and records management.
• Strong communication and organizational skills.

Responsibilities

• Coordinates Administration Services
• Supervision of the Administration and Reception Teams
• Oversees Reception Services
• Oversees the GX Security System

Skills

Team leadership

Front-desk experience

Office administration

Scheduling

Records management

Communication

Education

DEC in Office Administration

High School Diploma

Tools

Database experience

Job description

Team Leader of Administration & Reception

Under the guidance and support of the Office Manager, the Team Leader of Administration and Reception plays a critical role in creating and maintaining a welcoming, supportive, and organized environment where clients, visitors, and employees feel respected and valued. The Team Leader oversees administrative and reception operations, including front-line service coordination, scheduling, records management, information sharing, and office procedures, ensuring services are delivered efficiently, professionally, and in alignment with organizational goals.

Department: Internal Operations

Duration: Indefinite full-time position, with a 6-month probationary period

Salary: Starting at $34.52/hour

Schedule: 35 hrs/week; must be willing to work flexible hours as necessary

Description

Under the guidance and support of the Office Manager, the Team Leader of Administration and Reception plays a critical role in creating and maintaining a welcoming, supportive, and organized environment where clients, visitors, and employees feel respected and valued. The Team Leader oversees administrative and reception functions, including front-line service coordination, scheduling support, records management, information sharing, and office procedures, with a focus on promoting efficient service delivery, confidentiality, and a positive experience for all who access KSCS services.
The Team Leader of Administration and Reception is dedicated to implementing administrative and reception strategies that align with organizational goals and values, while providing clear, compassionate, and focused guidance to the Administration and Reception team. They help team members navigate challenges, support consistent and professional front-line service, and foster a collaborative work environment where staff have the tools, information, and support they need to succeed. They contribute their organizational and technical skills to improving office systems, maintaining accurate records, coordinating schedules and coverage, and supporting communication across programs and services. In their role, they may participate in budget administration, make recommendations related to office resources and service needs, and support the selection, development, and evaluation of personnel to ensure effective, respectful, and responsive administrative services.
Through a trauma-sensitive approach, strong attention to confidentiality, and a commitment to professional and ethical service, the Team Leader of Administration and Reception helps foster an organizational culture that prioritizes trust, respect, accessibility, and well-being. This role supports the organization’s goals by ensuring administrative and reception services are delivered with consistency, care, and integrity, contributing to a positive, welcoming, and resilient workplace and service environment.

Responsibilities

• Coordinates Administration Services
• Supervision of the Administration and Reception Teams
• Oversees Reception Services
• Oversees the GX Security System

Performs any other job-related duties as may be required by the immediate Supervisor.

Communications

• Team Work: Frequently requires a level of collaboration and cooperation to get work or projects complete.
• Advising: Frequently provides information that must be understood and explained.
• Training: Occasionally required to train or give information to stakeholders or clients.
• Types of Schedule: Regular work week, occasional flex required.
• Stress Factor: Moderate stress with some periods of high stress.

Accountability

• To provide services in a manner consistent with the terms and conditions of the employment agreement, the personnel policies, standard operating procedures and directives.
• To provide courteous, timely and efficient administrative supports to various departments.
• To provide timely and accurate production of high-quality documents and forms.
• To provide accurate and timely response of all delegated work.
• To perform general typing assignments on computer with accuracy, requiring correct spelling, syllabication and punctuation and proof-reading for typographical and grammatical errors.
• To maintain a high level of expertise in computer software and programs.
• To adhere to KSCS’ policies, procedures, and standards of practice.
• Maintain strict confidentiality practices.

Qualifications

Education and experience:

• D.E.C in Office Administration or related field with three (3) to five (5) years of experience in a supervisory role.
• High School Diploma with five (5) to seven (7) years experience in Office Administration or related field.

Skills and requirements:

• Strong communication skills to convey information clearly and listen actively, ensuring all team members feel heard and understood.
• Knowledge and experience in developing and executing work plans, with a focus on clear communication and inclusivity.
• Ability to lead with compassion and understanding, recognizing the unique experiences and challenges of each team member.
• Ability to empower team members by providing constructive feedback in a way that builds confidence and self-efficacy.
• Ability to manage and resolve conflicts with sensitivity, fostering understanding and encouraging healthy, constructive dialogue.
• Strong computer skills with database experience.
• Able to create clear written communications, including proposals, reports, briefs, and correspondence, that effectively convey key messages.
• Excellent organizational and critical thinking skills, with the capacity to handle multiple tasks while maintaining a calm and focused approach.
• Strong time management and organizational skills, with an emphasis on self-care and efficiency.
• Skilled in facilitating and chairing meetings, creating an environment of respect and collaboration.
• Ability to network and build meaningful, supportive relationships within and outside the organization.
• Possession of a valid driver’s license and access to a vehicle.
• Lifestyle reflects a positive role model, demonstrating resilience, balance, and self-care.

Assets:

• Knowledge of Kanien’keha language.
• An understanding of diverse cultural backgrounds and experiences, ensuring inclusivity and sensitivity.
• Knowledge of statistics, with the ability to interpret data.