Administrative Specialist

1 week ago

Oakville, Ontario, Canada The Fedcap Group Full time

Position Summary:


The primary purpose of this position is to provide reception, administrative and operational support to the Fedcap Canada Departments in conducting the business of the organization.

As a receptionist, you will be the first point of contact for our organization.

Our receptionist's duties include offering administrative support across the business, in addition to welcoming guests, jobseekers and partners and greeting people who visit the office.

You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

Essential Job Functions:

  • Provide excellent customer service to a diverse group of clients. Maintain a patient and positive attitude as the first point of contact.
  • Assess client needs and connect with appropriate services or referrals to external organizations.
  • Works within established operational procedures to deliver objectives and perform consistently against service level agreements (SLAs).
  • Ensure processes are followed for the management of information so all data is accurately captured and stored in accordance with data protection requirements.
  • Prioritize and track internal and external assignments of the departments to ensure the efficient operation of work within the organization and with key administrative functions across the management teams, including ensure timely completion of work, assignments from the departments and team members.
  • Extracts specified information from documents or adds appropriate standard coding and attachments to documents to support an administrative process.
  • Participates in special projects and initiatives and performs special assignments.
  • Coordinate with internal and external staff agencies for daily administrative operations.
  • Provide operations support and documentation support for Managers across the business.
  • Work collaboratively with other departments to help solve project issues.
  • Determine the administration issues and resolve them for smooth office operations.
  • Ensure processes are followed for the management of information so all data is accurately captured and stored in accordance with data protection requirements.
  • Performs other duties as assigned. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities.

Education and Experience:

  • Bachelor's or associate degree from an accredited college or university preferred.
  • Two or more years of fulltime administrative support experience or an equivalent combination of related education and experience.
  • Previous experience in a reception type role, greeting customers and clients.
  • Bilingual French-Canadian a plus.

Knowledge, Skills and Abilities:

  • Demonstrable knowledge of
- embrace the mission, vision, and goals of Fedcap Canada and The Fedcap Group and execution of relevant policies and procedures.
- strong organizational, administration, presentation, and communication skills (both verbal and written).
- systemic barriers facing diverse populations.

  • Demonstrable ability to
- assess client needs and connect with appropriate services.
- engage with diverse populations in a culturally sensitive manner.
- work autonomously and take initiative.
- work both independently and as part of a team.
- multitask and use time-management skills, with the ability to prioritize tasks.
- strong customer service orientation.
- quickly learn new tasks, excellent problem-solving and organizational skills.
- proofread and very strong copy-editing.
- appropriately handle sensitive, confidential information with discretion.
- de-escalate difficult customer situations.

Supervisory Responsibility:

This role has no direct reports.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
The job is onsite and public facing 5 days a week.

Physical Demands:


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or listen.

The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type/Expected Hours of Work:

This is a full-time position, and the hours of work and days are typically Monday through Friday, 8:00 a.m. to 5 p.m. but will be determined by your supervi

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