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Full Time Administrative Supervisor
1 month ago
The Administration Supervisor provides general administrative support to the daily operations of the front desk/reception area ensuring that all activities are conducted efficiently and professionally. This role involves supporting a team of reception clerks, handling complex inquiries, and maintaining a high standard of customer service.
**KEY RESPONSIBILITIES**:
**General**
- Mentor a team of receptionists including training and scheduling of front-desk operations.
- Ensure that the reception clerks adhere to company policies, procedures, safety regulations, and confidentiality standards.
- Address and resolve any team related or customer related issues or conflicts.
- Oversee the daily operations of the reception area, ensuring smooth and efficient functioning.
- Manage the workflow of the reception desk, including escalated inquiries and complex issues.
**Customer Service**
- Provide exceptional customer service to all visitors, staff, and guests.
- Handle and resolve guest complaints or concerns with professionalism.
- Implement and monitor service standards to ensure high levels of customer satisfaction.
**Administration**
- Manage the reception areas administrative tasks, including scheduling meetings, handling correspondence and maintaining records.
- Support the Retreat and Conference Centre Director at Jackson’s Point Conference Centre in various administrative and operational tasks.
- Handle and reconcile petty cash, prepare bank deposits and send deposit reports to the Regional Accounting Centre (RAC) if requested.
- Perform end of day accounting tasks, audit, reconcile and balance financial activities including data entry.
- Code accounts payable invoices and receipts for processing through Business World and review and process credit card receipts through TEM; generate reports when required.
- Open and distribute mail and process outgoing mail.
- Assist with preparation of promotional materials including presentations, brochures, and flyers.
- Responsible to assist in developing and implementing policies and procedures to improve the functionality and service quality for reception.
**Health & Safety**
- Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
- Ensure that the measures and procedures prescribed (OHSA) are carried out in the workplace and that every reasonable precaution is taken for the protection of the worker and workplace.
- Ensure that proper procedures are followed in the event of a workplace injury or illness, conducting incident investigations as applicable.
- Participate in health and safety related accident and injury investigations as required.
Perform other related duties as required.
**Working Conditions**:
- This is a permanent full-time position based on 40 hours per week.
- Primarily office-based at the reception area, which may involve sitting for extended periods. This role may require occasional lifting of office supplies or materials.
- Ability to lift/move on a regular basis up to 25 pounds (11.3398 kgs.).
- Some travel up to 10% is required to complete bank deposits etc.
**Normal hours of work** - hours and work schedule will vary as operational requirements and follows a work rotation schedule and will include days, afternoons, evenings, and weekends.
**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:
- Completion of a post-secondary certificate or diploma in Business Administration or Office Management.
- Bookkeeping or accounting courses and credentials are considered an asset.
- Alternative combinations of education and experience may be considered.
**EXPERIENCE AND KNOWLEDGE**:
- A minimum of 2 to 3 years prior experience as a receptionist or administrative professional, including experience in a supervisory role.
- Experience with office equipment (e.g., phones, printers).
- Valid Ontario Class “G” Driver’s License, personal vehicle required and insurance, current copy of driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
**SKILLS AND CAPABILITIES**:
- Advanced math and bookkeeping skills.
- Cash handling and credit cards, printing reports and updating invoices.
- Proficient computer skills in using all aspects of Microsoft Office.
- Ability to perform computer-based tasks such as data entry, accounting, word processing, invoicing and billing.
- Excellent verbal and written communication skills, ability to interact effectively with a diverse range of individuals
- Strong customer service orientation with a focus on delivering exceptional customer service.
- Ability to manage multiple tasks efficiently, prioritize responsibilities, and handle interruptions professionally.
- Effective problem-solving skills to address and resolve complex issues.
- High level of accuracy and attention to detail.
- Comfortable using office technology and Microsoft software.
- Friendly and approachable with strong interpersonal skills.
