Administrative Services Specialist - Full Time

Description

The Administrative Services Specialist provides comprehensive administrative, operational, and reception support to the assigned residential location. The role supports efficient day-to-day site operations by coordinating operational processes, supporting organizational systems, generating operational information and reports, supporting operational initiatives, and ensuring effective communication.
As the primary reception presence within the building, the Administrative Services Specialist delivers professional and welcoming customer service by greeting visitors, responding to routine inquiries, coordinating visitor access, and directing individuals, families, employees, service providers, contractors, and community partners to the appropriate person or service. The role works collaboratively with Program Operations, Property Services, Security, and other internal departments to support the effective operation of the residential building.

This is a pilot position for the Frankfort Family Reena Residence (FFRR), supporting the launch and operational needs of the new residence.


Shift Schedule:

• Days and Hours:
• Monday to Thursday: 9:00 a.m. – 5:00 p.m.
• Friday: 9:00 a.m. – 4:00 p.m.

The schedule may be subject to change based on operational requirements.

This position will be located at Frankfort Family Reena Residence (FFRR), 165 Elm Ridge Drive, Toronto, ON M6B 1B5.
Reena is committed to promoting diversity, equity, and inclusion in all aspects of our work. We believe that diverse perspectives are essential for addressing complex social challenges effectively. We actively engage with individuals and communities from different backgrounds and experiences to ensure our programs and initiatives are inclusive and accessible to all. By embracing diversity, we strengthen our mission and create a lasting impact on the lives of those we serve.

Additional Information
We use AI-supported technology to help sort applications according to role-specific criteria, but all decisions throughout the hiring process are made by human reviewers.

Key Responsibilities

1. Administrative and Operational Support

• Provide administrative and operational support to the residential operations team.
• Coordinate administrative workflows and operational activities to support the efficient day-to day functioning of the residential site.
• Provide administrative coordination and documentation support for operational meetings, projects, and organizational initiatives, as required.
• Coordinate office supplies, equipment, service requests, and general office administration.
• Support the coordination of building operations, vendor visits, maintenance requests, and administrative activities.
• Monitor operational priorities and follow up on administrative action items to support operational effectiveness.
• Identify opportunities to improve administrative processes, workflows, and operational efficiency. Version 2 - 2025
• Provide administrative support across departments and locations as operationally required.

2. Operational Systems and Reporting

• Maintain accurate, complete, and reliable information within ShareVision and other operational systems used to support residential services.
• Utilize operational systems to retrieve, analyze, and present information that supports program operations and organizational priorities.
• Generate, compile, and distribute operational reports to support planning, monitoring, and informed decision-making.
• Monitor operational information, identify trends, inconsistencies, and opportunities for improvement, and bring forward observations and recommendations to support operational problem-solving and continuous improvement.
• Conduct routine audits and quality reviews of operational data to support accuracy, compliance, and continuous improvement.
• Collaborate with Information Technology (IT), Program Operations, and other internal departments to support the effective use and continuous improvement of operational systems.
• Support the implementation, testing, and ongoing enhancement of operational systems, reporting tools, and administrative processes.

3. Reception, Customer Service and Operational Coordination

• Provide professional, courteous, and responsive reception and customer service to individuals supported, families, employees, visitors, service providers, contractors, and community partners.
• Welcome visitors, coordinate visitor access procedures, and direct visitors to the appropriate employee, department, or service.
• Respond to routine inquiries received in person, by telephone, email, or other communication channels, escalating matters as appropriate.
• Coordinate incoming and outgoing mail, courier services, deliveries, and building communications.
• Liaise with Program Operations, Property Services, Security, vendors, contractors, and other internal departments to coordinate administrative and operational activities.
• Support building access procedures, visitor protocols, and administrative coordination for contractors and external service providers.
• Maintain a professional, organized, accessible, and welcoming reception and administrative environment.

4. Project and Compliance Support

• Provide administrative support for operational projects, organizational initiatives, and departmental priorities.
• Maintain project documentation, action trackers, and administrative follow-up.
• Assist with audits, inspections, accreditation activities, and compliance documentation.
• Monitor administrative deadlines and support the timely completion of required documentation. Version 2 - 2025
• Assist with the implementation of new administrative procedures and operational initiatives as required.

Skills, Knowledge and Expertise

1) Qualifications

• Two-year College Diploma in Office Administration, Business Administration, Information Systems, or a related field.
• Minimum of two (2) years of progressively responsible administrative experience in a fast-paced office, healthcare, residential services, community services, or non-profit environment.
• Demonstrated experience delivering excellent customer service and reception support while interacting professionally with employees, individuals supported, families, visitors, contractors, service providers, and community partners.
• Experience supporting day-to-day office operations, utilizing organizational information systems, coordinating administrative processes, preparing reports, and managing multiple priorities.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, and PowerPoint), with the ability to effectively utilize organizational information systems, including ShareVision and other operational applications.
• Experience generating operational reports, analyzing information, performing audits, and identifying trends to support operational decision-making is considered an asset.
• Strong organizational, interpersonal, communication, and time management skills, with excellent attention to detail and the ability to work independently and collaboratively.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Experience working in the developmental services, healthcare, residential services, or non-profit sector is considered an asset. Reena is a non-profit organization that promotes dignity, individuality, independence, personal growth and community inclusion for people with diverse abilities within a framework of Jewish culture and values.

Reena was established in 1973 by parents of children with developmental disabilities as a practical alternative to institutions. In 1977, Reena began receiving funding from the Ontario Ministry of Community and Social Services and since that time has grown to provide support for hundreds of individuals with developmental disabilities and their families. Reena offers a variety of services including: residential support, respite programs, counselling, therapy and advocacy.