Help desk • coquitlam bc
Administrative Assistant, Front Desk.This position provides a variety of administrative and clerical assistance in an office setting.Answers calls on a busy switchboard and redirects appropriately;... Show more
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The Administrative Assistant, Front Desk provides a welcoming space and assistance to DIVERSEcity clients. This position provides a variety of administrative and clerical assistance in an office setting.
Key Responsibilities:
Answers calls on a busy switchboard and redirects appropriately;
Responds to client inquiries via email and other online platforms;
Greets clients in a professional manner and directs enquiries to the appropriate staff member or alternate agency;
Monitors visitor waiting area(s) and reports suspicious behavior. Documents unusual occurrences in a timely manner on the appropriate form;
Maintains in-depth knowledge of DIVERSEcity programs to provide general information to the public as necessary;
Oversees volunteers and practicum students who are assigned to the front desk;
Monitors staff and visitor's sign-in and sign-out, and is aware of staff's whereabouts so as to efficiently deal with calls and client inquiries;
Ensures facility is welcoming, brochure racks and forms are well stocked, bulletin boards are current and a professional and safe atmosphere is maintained;
Opens and closes facility;
Performs clerical functions such as photocopying, scanning and faxing;
Performs administrative functions such as monitoring and purchasing supplies, data entry, updating documents, mail services, and archiving.
Supports the planning and execution of departmental events and training sessions by scheduling meetings, creating presentation materials, tracking attendance, and supporting team members to create content.
Maintains orderliness of the lunchroom;
Purchase and inventory of office supplies;
First Aid Attendant;
Acts as an emergency response plan coordinator;
Other duties as required.
Qualified candidates will possess:
Completion of grade 12 and completion of up to one (1) year of business of office administration training;
Minimum 3-years' experience in an office environment or a combination of education, training, and experience;
Exceptional written and oral English language communication skills;
Computer and internet skills, including Microsoft Office, iCare and other databases;
Minimum 50 WPM, typing speed;
Experience working in funded programs and non-profit, preferred;
Second language an asset;
Ability to work independently and collaboratively in a dynamic group environment.
A Criminal Record Check is a requirement of employment.
Please note that we currently have staff on the recall list. If an applicant on the recall list applies to this vacancy, the provisions under Article 13.5 "Recall" of the Collective Agreement will apply and we will not consider internal applications from those with less seniority.
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