Receptionist/administrative Coordinator

4 weeks ago

Toronto, Canada Covenant House Toronto Full time

**Receptionist/Administrative Coordinator**

**On site**

**Full-Time, Permanent**

**Level #3**

Covenant House Toronto (CHT) helps youth ignite their potential and reclaim their lives. As Canada’s largest agency serving youth who are homeless, trafficked or at risk, we offer the widest range of services to hundreds of young people every day.

More than a place to stay, we provide life-changing care with unconditional love and respect. We meet youth’s immediate needs and then we work together to achieve their future goals. We offer 24/7 crisis shelter transitional housing options on-site and, in the community, health and well-being support, training and skill development, and ongoing care once youth move into the community.

For over 40 years, Covenant House has been dedicated to its mission of serving youth on the street and to protect and safeguard all youth with absolute respect and unconditional love. Since 1982, Covenant House has supported more than 100,000 young people.

**Overview**:
As a Receptionist/Administrative Assistant at Covenant House Toronto, you will be responsible for greeting youth, visitors and staff into our building. You will receive and dispatch deliveries and courier packages as well as operate a switchboard for incoming calls from staff, donors, youth and the public. This role also provides administrative support to several department within the agency.

**Responsibilities**:
**Reception**:

- Monitor the McGill entrance and immediate vicinity for safety and arrival of deliveries. Report any challenges to the supervisors on duty.
- Provide a welcoming and positive experience to all CHT visitors. Ensure visitors (youth, guests and volunteers, contractors) sign in/out of relevant logbooks. Ensure proper COVID screening procedures are followed by every visitor.
- Connect visitors with the individuals/staff they came to see/inform staff of guests.
- Reports monthly on visitors, couriers, taxi chits. Maintains logbooks for school, volunteers and employment services.
- Accept donations, both cash and in-kind. Welcome donors and complete in-kind donation forms.
- Coordinate, record and log incoming/outgoing courier deliveries, prepare courier waybills and custom forms as appropriate. Coordinate mail distribution
- Manage multiple Outlook Inboxes

**Customer/Client Services**:

- Answer and forward calls, relay messages, and answer inquiries from walk-ins. Page staff over the intercom.
- Provide overflow assistance to the Call Centre during the busy season and on request.
- Provide support to other departments as necessary

**Administrative Support for ED Office**:

- Receive and distribute faxes.
- Order and maintain office supplies for the area.
- Manage calendar bookings for meeting rooms at CHT.
- Meeting/event management: assist in planning room and AV set up, arranging catering based on attendees' dietary restrictions, and ensuring the room is set up neatly and appropriately for the meeting.
- Format and spellcheck various documents and presentations.
- Print and distribute board/committee meeting materials as required.
- Take minutes at meetings as required.
- Digitization/scanning of governance files and organizing them appropriately on a shared drive. Manage this archiving system.
- Use agreed-upon nomenclature for filing and maintain department SharePoint.
- Reconcile monthly expenses and Visa logs for the ED Office. Codes expenses.

**Qualifications**:

- Grade 12 required, College diploma in business administration preferred
- At least 1 year experience in a similar position with excellent customer service skills
- Excellent Communicator
- Bilingual preferred but not required
- Proficient in Microsoft functions: Outlook, SharePoint, MS Office
- At Covenant House Toronto we believe in a workplace culture of inclusion that is welcoming, respectful and safe for all staff. It is critical to Covenant House Toronto success to eliminate barriers and promote the inclusion of equity groups. Equity groups have been, and continue to be, underrepresented and marginalized in the workforce, leadership roles, and in some specific occupations. Equity groups include but may not be limited to Indigenous persons, racialized people, gender diverse people, 2SLGBTQIA+ people, and people with disabilities._
- In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and Covenant House Policy on Accommodation, a request for accommodation will be accepted as part of the Covenant House recruitment process._

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