Office Administrator

Description:

What you’ll be 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, 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 related administration duties as requested

What you’ll need:

• 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

• 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 are required to 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) is required.

• The YWCA Metro Vancouver’s COVID-19 vaccination policy is currently suspended and as a result, vaccination from COVID-19 is not required at this time. However, should circumstances change and the YWCA deem it necessary to reintroduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.