Welcome Desk Administrator

YWCA Calgary; Calgary; On-site; CAD 42,000 - 56,000; Full time

Benefits offered by this job

Employee assistance plan

Three weeks vacation

Personal days

Sick days

Birthday off

Job summary

YWCA Calgary is seeking a Welcome Desk Administrator to support the Hub facility reception and provide administrative and customer relations duties. The role is full-time (37.5 hours/week) with regular hours Monday to Friday, 8:00 a.m. to 4:00 p.m., and occasional evenings/weekends.

The position is primarily office-based at the YWCA Hub. Responsibilities include delivering exceptional service, assisting participants, visitors, members, and volunteers, and maintaining program information.

Qualifications

• Diploma or certificate in Business Administration is considered an asset.
• Two to four years of experience in an administrative and/or reception role.

Responsibilities

• Demonstrates exceptional customer service and service delivery at all times, supporting day-to-day operations of the YWCA Calgary Hub facility.
• Support program participants, visitors, fitness members, rental customers, employees and volunteers in person, on the phone or through email.
• Create a welcoming experience and provide accurate information that meets current processes of YWCA Hub Welcome Desk and all program and support areas.
• Respond to and direct phone calls and service requests in a courteous, professional manner, respecting diversity, confidentiality, and privacy.
• Maintain a current understanding of programs and services provided by YWCA Calgary and provide accurate information for inquiries.
• Receive and sort mail and notify appropriate teams of deliveries in line with processes.
• Support operations of YWCA Hub welcome desk, community spaces and Fitness Centre with systems and tools.

Skills

Customer service

Phone & in-person communication

Microsoft Office

Data entry and reporting

Education

Diploma or certificate in Business Administration

Tools

Microsoft Office

Adobe Acrobat

Database management

CRM software

Job description

The Welcome Desk Administrator provides support for YWCA’s Hub facility reception (Welcome Desk), organizational administrative support and day-to-day customer relations. This role is the face of the YWCA Hub facility and creates an environment of professionalism, customer service, community, guest and participant support.

This is a full-time position working 37.5 hours per week, generally Monday to Friday from 8:00 a.m. to 4:00 p.m.. Occasional evening and weekend work may be required. This role is primarily office-based at the YWCA Hub.

What We Offer

• Truly rewarding work; contribute to lasting, positive change for individuals and our community
• A supportive team environment and opportunities for professional development
• Comprehensive benefits including an employee assistance plan
• Paid time off (for eligible roles; prorated based on start date) includes:
• 3 weeks of paid vacation
• 6 personal days
• 12 sick days
• A paid day off to celebrate your birthday

What You'll Do

• Demonstrates exceptional customer service and service delivery at all times, supporting the day-to-day operations of the YWCA Calgary Hub facility
• Support program participants, visitors, fitness members, rental customers, employees and volunteers in person, on the phone or through email
• Create a welcoming experience and provideaccurate,timely, professional and consistent information that meets current processes of YWCA Hub Welcome Desk and all program and support areas
• Respond to and direct phone calls and service requests received by YWCA in a courteous, professional manner, while respecting diversity, confidentiality, and privacy
• Maintain a current understanding of programs and services provided by YWCA Calgary and be able to provide accurate information for all enquiries
• Receive and sort mail, ensuring appropriate teams or individuals are notified of all deliveries in line with YWCA processes
• With the support of Sr. Community Engagement Coordinator and working collaboratively with Communication Administrator ensure effective use of all systems that support operations of YWCA Hub welcome desk, community spaces and Fitness Centre
• Support member management activities including new member setup, payment processing, responding to membership inquiries, database management, and financial reporting
• Work collaboratively with Welcome Desk Volunteers to prepare and set uprental spaces; manage calendar bookings; storage and equipment oversight; and ensure effective, customer-focused operations of all spaces are addressed in a timely and efficient manner
• Working closely with the Communications Administrator to ensure the customer engagement cycle is properly maintained, including contracts, invoices, receipts, payment processing, and reporting

Qualifications

• Diploma or certificate in Business Administration is considered an asset
• Two to four years of experience in an administrative and/or reception role

What You'll Bring

• Experience providing customer service over the phone and in person
• Highly professional presentation in all areas of work including strong communication skills
• Strong organization and attention to detail
• Intermediate level experience in Microsoft Office suite of products; Adobe Acrobat; and skill in database management, data entry and reporting

Deadline: until a successful candidate is found

YWCA Calgary is committed to providing an equitable, diverse, and inclusive workplace where all employees, volunteers and clients feel valued and respected, whatever their race, religious beliefs, colour, gender, gender identity, gender expression, sexual orientation, disability, age, ancestry, or place of origin.

Privacy statement: Personal information is managed in accordance with Alberta’s Personal Information Protection Act (PIPA) and other applicable laws and we are committed to safeguarding your personal information. During the recruitment process personal information is collected for the purpose of people practice management. Privacy inquiries can be directed to the attention of the Privacy Officer at [e-mail].