Administrative and Reception Coordinator

3 weeks ago

Kitchener, Canada The Food Bank of Waterloo Region Full time

**Administrative and Reception Coordinator**
Administration
Kitchener, Ontario

**Department**: Administration

**Employment Type**: Full-time, in-person role

**Minimum Experience**: Entry-level

Job Purpose

Reporting to the Director of People, Culture and Administration, the Administrative and Reception Coordinator sets a friendly and welcoming environment for The Food Bank’s interest holders. Whether on the phone, in person or virtually, the Administrative and Reception Coordinator is the first point of contact and seamlessly manages The Food Bank's reception needs. This role is responsible for directing inquiries, greeting guests, taking messages, receiving donations, and taking complaints or issues and passing them on to appropriate parties. The Administrative and Reception Coordinator provides general administrative support to the organization including but not limited to setting up meeting space, coordinating office supply requirements, and providing clerical support where appropriate. This role includes a variety of shifts including days and afternoons, as well as some weekends, to provide reception coverage.

The incumbent must have a customer service attitude to manage the office reception area, love interacting with people and putting them at ease, and enjoy helping solve problems. Key attributes to success include resourcefulness, problem-solving, organization, and the ability to multitask (shifting priorities as required).

The day-to-day duties will vary depending on the time of year and workplan for the role. The short-term focus of this role may change from year to year as priorities of The Food Bank change.

Responsibilities and Duties

EXAMPLES OF THE ROLE'S RESPONSIBILITIES AND DUTIES INCLUDE BUT ARE NOT LIMITED TO:
1. Oversee The Food Bank's reception needs:

- Receive incoming calls and then direct inquiries, donations and/or taking complaints or issues and passing them on to appropriate parties.
- Welcome and direct visitors, guests and walk-in traffic to the appropriate Food Bank staff member.
- Provide assistance to in-person donors (accepting monetary donations and processing accordingly).
- Provide backup assistance to staff who provide support to community members seeking food assistance.
- Monitor building visitor security (sign-in, sign-out, name tags, etc.).
- Take messages and ensure they are passed to the appropriate staff member in a timely manner (when required).
- Maintain the front office, meeting room, staff kitchens, and all public areas for cleanliness and supplies.

2. Provide administrative and clerical support for The Food Bank:

- Process all incoming and outgoing mail, courier packages, deliveries, etc.
- Provide support to Food Bank staff with bulk printing and photocopying when needed.
- Ensure the mail machine and photocopier are maintained and in working order and work with contract providers to address any issues.
- Coordinate all office supply requirements, ensuring adequate inventory (taking stock, placing orders when needed, etc.).
- Manage and implement the process for staff to request IT equipment, ensuring staff sign out, receive, and return all IT equipment on time.
- Coordinate with telecommunications contract provider to ensure phone system needs are met.
- Maintain office inventory of equipment and furniture.
- Support The Food Bank's leadership team (managing calendars, completing expense reports, etc.).
- Assist with meetings where required, including placing food orders, scheduling meeting rooms, and physical set-up and clean-up.
- Assist The Food Bank's finance team with making cash and cheque deposits.
- Provide backup support to the Executive Assistant and/or People and Culture Coordinator when needed.

3. Process financial donations from various events.
- Count physical cash donations and complete cash batch report (weekly or more frequently when required).
- Record gift card donations, maintaining accurate count and inventory.

4. Performing other duties as assigned.

Location and Hours
- The Food Bank of Waterloo Region is located at 50 Alpine Court in Kitchener, Ontario.
- The role is required to be onsite for the work week.
- Hours of work are generally between 8:30 am and 4:30 pm, Monday-Friday, for 40 hours per week (inclusive of 1 hour paid lunch each day). However, to meet the objectives of The Food Bank and commitments to our volunteers, members, and community, this role includes a variety of shifts including days and afternoons, as well as some weekends, to provide reception coverage.

Reporting Structure and Working Relationships
- The Administrative and Reception Coordinator reports to the Director of People, Culture, and Administration.
- This role is an integral part of our administrative team.
- A significant amount of time in this role is spent working with external contacts (donors, visitors, supply vendors, etc.).

**Qualifications**:
**Experience and Assets**
- 9 months-1 year experience in a similar role or customer ser

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