Admin Assistant and Front Desk Reception
2 months ago
**Job Summary**:
Under the direction of the Administration Manager the Administrative Assistant is responsible for general reception and administrative duties within the Admin, Trust and Operational Services department. This includes being the first point of contact for anyone coming to or contacting the Head Office as well as preparing and distributing documents. This also includes coordinating meeting room and equipment bookings. This position performs reception duties including answering the telephone, relaying messages to staff, receiving visitors and responding to general inquiries, opening and distributing mail and arranging courier services.
**Hours of Work**:
Monday - Friday from 08:00 - 16:00 hrs
**Location**:Head Office
**Typical Duties**:
- Performs reception duties including answering telephones and directing calls, relaying messages, receiving visitors and responding to general inquiries, opening and distributing mail and arranging courier services.
- Provides complete administrative support by composing and/or preparing correspondence, maintaining record keeping/filing systems, screening and prioritizing incoming materials, managing schedules, arranging meetings and assists the properties department with inquiries requiring a good knowledge of department procedures and practices.
- May perform a variety of advanced word processing functions including typing correspondence, minutes, newsletters, reports, spreadsheets, tables and graphs and circulates related information as required. Prepares presentation materials. Inputs and maintains databases, client information systems and makes basic updates to the intranet and website as required.
- Processes and monitors departmental office supply, printing and stationary expenditures and maintains inventory control.
- Supporting Trust operations with tasks like cheque distribution, data review and entry, reporting, and general client support.
- Responsible for meeting room bookings
- Responsible for receipt of purchase for items
- May be required to prepare meeting agendas
- Provide support to other departments at the head office, including but not limited to printing jobs, lamination jobs and etc when needed
- Responsible for meeting logistics (order catering, meeting set up and clean up) and special events co-ordination
- Ensure mail meter is operational at all times
- Other duties as assigned
**Typical Education, Training, and Experience**:
- Grade 12
- Office Administration Certificate /or a combination of education, experience, and training
- 1-3 years related experience
- Willing to get First Aid Training and be a designated First Aid attendant
**Typical Skills and Abilities**:
- Strong interpersonal communications (written and spoken)
- Ability to type 60 wpm
- Knowledge of standard automated office systems
- Ability to analyze and resolve problems, and do basic mathematical calculations
- Business writing skills
- Ability to deal with people with mental illness
- Ability to use initiative in organizing and prioritizing personal work routines, handle unusual situations and maintain confidentiality
**About Coast**
Coast Mental Health (Coast) is one of the largest mental health non-profit societies in Canada, and operates a large array of innovative housing and community based rehabilitation services for people with a mental illness living in and around Vancouver. Coast operates in the Lower Mainland of British Columbia providing approximately 1000 people with supportive housing and 4000 clients living in the community with a wide variety of programs and services.
Coast fosters a client-driven, recovery-oriented environment that promotes restoring health, personal growth and a return to society for individuals with a mental illness through advocacy and providing direct programs and services.
- Coast Mental Health is committed to creating a culture of diversity and is proud to be an equal opportunity employer. All qualified applicants will be considered for employment without regard to age, gender, ethnicity, sexual orientation, religion or disability._
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