Program Assistant/ Receptionist

The Fort St John’s Women’s Resource Society is looking for a Receptionist/Program Assistant to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. You will need to display high levels of emotional intelligence and organizational skills and diplomacy, as we work with multiple stakeholders - including donors and clients.

Duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to our employees. The successful candidate will have experience with a variety of office software (email tools, spreadsheets, and databases) and will be able to accurately handle administrative duties.

Responsibilities:

· Serve as the point person for office duties including:

• Mailing
• Maintenance
• Supplies
• Equipment
• Bills
• Errands
• Shopping
• Schedule meetings and appointments for staff and volunteers.
• Provide support, resources, information, and appropriate referrals to clients by telephone, website, e-mail, and appointment.
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs for all our buildings.

• Partner with Executive Director to update and maintain office policies as necessary.
• Organize office operations and procedures.
• Receiving tenant rent.
• Coordinate with IT or suppliers on all office equipment.
• Ensure that all items are invoiced and sent to the bookkeeper to be paid on time.
• Manage office budget, ensure accurate and timely reporting.
• Provide general support to visitors.
• Assist in the onboarding process for new hires.
• Address employees’ queries regarding office management issues (e.g. stationery, hardware, and travel arrangements).
• Liaise with facility management vendors, including cleaning, catering and security services.
• Plan in-house or off-site activities, like parties, celebrations, and conferences.
• Pay attention to providing supports, in conjunction with the program staff, to women who have experienced violence.
• Assist clients with urgent mental health crises, in conjunction with the program staff.
• Assist clients with supplying harm reduction in a non-judgmental way.
• Keeping the Drop-in/Reception area clean and wiped down. Check the bathrooms after client visits.
• Maintain program records and statistics regarding services and activities.
• Provide monthly reports for the Executive Director.
• Provide administrative support and duties to the programs and staff as needed.
• Reports to the Executive Director.

Requirements and skills:

• Proven experience as a Front Office Manager or Administrative Assistant.
• Proficiency in MS Office (“MS Excel” and “MS Outlook” in particular)
• Hands-on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like “Email Scheduler” and “Boomerang”
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest improvements.
• Minimum high school diploma. Additional education or trainings are considered an asset.
• Must pass a vulnerable sector check prior to hire.
• Own vehicle.
• Clean driver’s abstract.

To apply, please submit a cover letter and resume to Sonja – sonja@titaniumhr.ca

Job Type: Full-time

Salary: $19.00-$24.00 per hour

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Supplemental pay types:

• Retention bonus

Education:

• Secondary School (required)

Experience:

• Front desk: 2 years (required)
• Administrative experience: 1 year (required)

Licence/Certification:

• Driving Licence (required)

Ability to Commute:

• Fort St. John, BC (required)

Ability to Relocate:

• Fort St. John, BC: Relocate before starting work (required)

Work Location: In person