Office Receptionist and Coordinator

2 weeks ago

Vancouver, Canada PHS Community Services Society Full time

**PHS Community Services Society is hiring for an Office Receptionist and Coordinator for our head office. This is a full-time, permanent position that will require onsite work Monday to Friday from 9:00AM to 5:00PM.**

JOB SUMMARY

Reporting to Human Resources, this role acts as the initial point of contact for employees, community members and stakeholders of PHS Community Services Society. The Office Coordinator is responsible for ensuring the smooth and efficient operation of the office by managing administrative tasks, coordinating office activities, and supporting staff. This role involves overseeing office supplies, handling communication and correspondence, scheduling meetings, and assisting with HR functions and employee services. The Office Coordinator will work closely with management and other departments to maintain an organized and productive work environment, ensuring that day-to-day operations run seamlessly. This position handles sensitive documents and will have access to highly confidential information; strict confidentiality is required at all times.

SOCIETY PHILOSOPHY

PHS Community Services Society provides housing, harm reduction, health promotion and health care to vulnerable communities. Our supportive housing and low barrier programs provide refuge, services and advocacy for those who are homeless or poorly served elsewhere due to their physical health, mental health, behaviour, substance use, or involvement with the criminal justice system. Our work is grounded in honouring self-determination and providing as much choice of therapeutic treatments as possible within a trauma-informed continuum of care. We foster an environment which accepts and looks to the good in each member. PHS is a renowned innovator and a leader in harm reduction and health care for marginalized communities. PHS Housing actively seeks to find an alternative to eviction in every situation.

KEY RESPONSIBILITIES

The job includes, but is not limited to, the following:

- Serves as the first point of contact for visitors and guests, greeting them professionally and directing them to the appropriate personnel.
- Oversees the day-to-day operations of PHS Head Quarters, ensuring the office environment runs smoothly, including inventory and supplies management, facility maintenance coordination and vendor management, and arranging for repairs when needed.
- Assists with managing the calendars and schedules for HR and Operations team members, arranging meetings, preparing agendas, taking meeting minutes, and ensuring follow-up on action items.
- Acts as a central point of communication between departments, ensuring information is shared efficiently and that any issues are escalated when necessary.
- Schedules and coordinates boardroom meeting and appointment bookings.
- Assists with the onboarding of new hires, such as setting up workspaces, and coordinating orientation schedules. Similarly, helps with offboarding processes.
- Assists with other HR and Operations related administrative tasks as assigned.
- Maintains organized and accessible filing systems (digital and physical) for HR and Operations, ensuring documents are up-to-date and confidential information is securely stored.
- Takes on ad-hoc projects like organizing office reorganizations, optimizing office workflows, or gathering feedback on administrative processes for improvement.
- Ensures compliance with organization policies and procedures.
- Other related duties as assigned.

QUALIFICATIONS / EXPERIENCE
- High school diploma or equivalent
- 2+ years of experience in office administration or a related role.
- Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
- Excellent communication skills, both written and verbal.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic office software.
- Strong attention to detail and problem-solving abilities.
- Ability to maintain confidentiality and handle sensitive information.
- Professional demeanor with a customer-service oriented attitude.
- Strong interpersonal skills with the ability to work effectively across teams.
- Knowledge of office equipment (copiers, fax machines, phones) and basic IT troubleshooting.

TERMS OF EMPLOYMENT

This is a full-time, permanent, excluded position.

Schedule: Monday to Friday 9:00AM to 5:00PM onsite.

**Salary**: $59,552.00/year.

Benefits: Extended healthcare, dental, vision care, pension plan.

Successful applicants with be required to submit a criminal record check.

HOW TO APPLY

**Job Types**: Full-time, Permanent

Pay: $59,552.00 per year

**Benefits**:

- Company pension
- Dental care
- Employee assistance program
- Extended health care

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Vancouver, BC V6A 1M9: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative

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