Office Administrator – Tri-Cities WorkBC

Ywca Bc; Bellmead (TX); On-site; CAD 34,000 - 45,000; Full time

Benefits offered by this job

Flexible working arrangements

Employee Family Assistance Program

Health & Fitness Centre membership

Discounts at Hotel Willo

Priority in YWCA Child Care centres

Job summary

YWCA BC is seeking an Office Administrator for the Tri-Cities WorkBC centre. This role handles front-desk reception, information on programs, referrals, and general office support for staff and clients.

You will manage appointments, data entry, documentation, and internal processes while ensuring excellent client service. The position is a temporary full-time assignment with a competitive hourly rate.

Qualifications

• Relevant education or an equivalent work experience and recognized certification.
• Excellent client and customer service skills.
• Excellent computer skills including Microsoft Office Suite, advanced word and excel skills, data entry and SharePoint.
• Excellent telephone skills and proven ability to handle a multi-line system.

Responsibilities

• Perform reception duties, including regular contact with potential Clients – on the phone and in person – providing information on programs and referrals to other agencies and community resources.
• Office support to staff team and Clients such as booking appointments, rescheduling appointments, data entry, photocopying, faxing, preparation of minutes, answering phone inquiries, correspondence, purchasing supplies and petty cash.
• Work with the Office Manager to implement, maintain and revise internal administrative systems (i.e. client files, statistics reporting, client tracking procedures, annual inventory, files).
• Provide initial intake process to new Clients, which may require assisting clients with registration on the Online Employment Services (OES) system
• Assist with purchasing procedures i.e. ordering, monitoring, and tracking
• Assist with issues regarding maintenance, parking, lease, telephone, janitorial and alarm system, and elevate any major concerns to the WorkBC Office Manager as necessary
• Assist with the orientation of new Staff/practicum students/summer students to the WorkBC Centre workplace environment and YWCA policies
• Assist with coding invoices and obtaining signature by the Senior/ Operations Manager to send to finance team in a timely manner
• Stay current with all labour market trends, employment issues, community resources, job training, and employment opportunities
• Other duties as required
• What we’ll need: Relevant education or an equivalent work experience and recognized certification
• A valid clear criminal record check (including working with vulnerable populations) is required

Skills

Customer service

Communication

Data entry

Education

Relevant education or equivalent experience

Tools

Microsoft Office Suite

Excel

SharePoint

Job description

Office Administrator – Tri-Cities WorkBC

Details

Status

Temporary Full Time, until return of incumbent

Location

WorkBC - Tri-Cities

Posting Period

Job Description

Under the general supervision of the Office Manager and the Senior/ Operations Manager ofWorkBCCentre, the Office Administrator acts as the first point of contact at theWorkBCCentre for clients,employersand thegeneral public. In this role the Office Administrator ensures that clients are directed through to the correct stream forWorkBCservices.

Whatyou’llbe doing:

Perform reception duties, including regular contact with potential Clients - on the phone and in person – providing information on programs and referrals to other agencies and community resources

Office support to staff team and Clients such as booking appointments, rescheduling appointments, data entry, photocopying, faxing, preparation of minutes, answering phone inquiries, correspondence, purchasingsuppliesand petty cash

Work with the Office Manager to implement,maintainand revise internal administrative systems (i.e. client files, statistics reporting, client tracking procedures, annual inventory, files)

Provide initial intake process to new Clients, which may require assisting clients with registration on the Online Employment Services (OES) system

Assistwith purchasing procedures i.e. ordering, monitoring, and tracking

Assistwith issuesregardingmaintenance, parking, lease, telephone, janitorial and alarm system, and elevate any major concerns to theWorkBCOffice Manager as necessary

Assistwith the orientation of new Staff/practicum students/summer students to theWorkBCCentre workplace environment and YWCA policies

Assistwith coding invoices and obtaining signature by the Senior/ Operations Manager to send to finance teamin a timely manner

Stay current with all labour market trends, employment issues, community resources, job training, and employment opportunities

Other duties asrequired

Whatyou’llneed:

Relevant education or an equivalent work experience and recognized certification

Excellent client and customer service skills

Excellent computer skills including Microsoft Office Suite, advanced word and excel skills, dataentryand SharePoint

Excellent telephone skills and proven ability to handle a multi-line system

Proven ability to manage shifting priorities

Comfortable working on the front-line of a busy employment centre, working with a range of Clients including Clients with mental health challenges, Clients with disabilities and Clients who are seeking housing, Clients who are immigrants, and Indigenous Clients

Strong written and verbal communication and interpersonal skills arerequiredto build effective relationships internally and externally

Proven ability to develop and manage office procedures and systems

Must be available during typical business hours (Monday – Friday)

A valid clear criminal record check (including working with vulnerable populations) isrequired

Whatweoffer:

We offer our eligible employees the following benefits as part of theirtotal rewards package:

12% in lieu of benefits and time off

Flexible working arrangements for applicable positions

Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members

A workplace that prioritizes employee health,safetyand well-being, including many learning and growth opportunities such as our employee mentorship program and three equity committees that help to support our goals towards achieving meaningful equity and inclusion.

Free staff membership to our Health & Fitness Centre

Discounts at our Hotel Willo

Priority in YWCA Child Carecentres

Pay Rate:$28.75per hour

We’re committed to increasing representation and equity across our organization. We strongly encourage applications from women, Black, Indigenous, People ofColour, 2SLGBTQIA+ individuals, people with disabilities and others from marginalized communities. We’re also focused on creating leadership opportunities for Indigenous, Black, and gender-diverse individuals. If you’d like to learn more about our inclusive culture before applying, feel free to contact our Equity and Engagement Manager at [e-mail] .

We respectfully acknowledge that ourmain officeand many of our programs arelocatedon the traditional, ancestral anduncededterritories of thexʷməθkʷəy̓əm(Musqueam), Sḵwx̱wú7mesh (Squamish) andsəlilwətaɬ(Tsleil-Waututh) Nations, and that our work across British Columbia spans the territories of more than 200 First Nations. We also acknowledge the First Nations, Metis and Inuit peoples who live in our communities.