Front Desk Assistant

2 weeks ago

Vancouver, Canada Canadian Cancer Society Full time

**In-person work model**
**This position is based in Vancouver**
**Salary Band: 1 ($36,000 - $41,000)**

**WHY JOIN THE CANADIAN CANCER SOCIETY (CCS)?**

The Canadian Cancer Society works tirelessly to save and improve lives. We fund the brightest minds in cancer research. We provide a compassionate support system for all those affected by cancer, across Canada and for all types of cancer. As the voice for people who care about cancer, we work with governments to shape a healthier society. No other organization does all that we do to make lives better today and transform the future of cancer forever.

Help us make a difference.

**COME AS YOU ARE**

**JOB OVERVIEW**

The position of **Front Desk Assistant**,** **based in Vancouver is a key member of the Facilities and Lodge teams, supporting front desk reception and administrative roles and being the first point of contact for lodge clients, visitors, donors, and CCS partners.

The position will support lodge and office building operations and other CCS departments as required with the coordination of events, meeting room bookings for external partners, parking, and other related office/lodge operations.

**WHAT YOU’LL BE DOING**:

- Portrays a positive first image of the Canadian Cancer Society by answering and transferring calls & receiving visitors, staff, and clients in a timely and professional manner.
- Answering questions related to the office and the Lodge (hours, services, etc).
- Promptly greets clients/guests when they enter the reception area and informs the appropriate person or department of their arrival.
- Manages reception. Desk must be manned 100% during office hours.
- Manages CCS Shared/Bookable resources (rooms, event materials, parking, etc) via Outlook or other program. Ensures items are returned at end of booked period in good order.
- Maintains the key box for signing out CCS Keys, Service Keys and other resources managed by the Facilities Department.
- Manages parking passes for office visitors, vendors, staff.
- Maintains an up-to-date Reception Manual.
- Acquires knowledge of CCS programs and services and knows when to refer queries to other departments and organizations such as the BC Cancer Agency.
- Knowledge of phone system and copiers if troubleshooting required before contacting IT or appropriate vendor.
- Assists Facilities with maintaining the reception/Atrium area, front desk, and staff kitchen & other areas as required to ensure a professional appearance is always portrayed.
- Assists staff in preparing outgoing couriers as required and receives incoming couriers & sorts mail.
- Administers COVID-19 protocols for vendors entering the lodge (checking vaccination record)
- Accepts over-the-counter donations and forwards to Donor Services department.
- Supports with Lodge outbound communication to clients.
- Handles in-house Lodge client questions (if the CSC or volunteer are unavailable)
- Work directly with volunteers to support lodge.
- Reconcile monthly credit card statements with supporting documents (i.e. invoices, approved credit card payment request forms, receipts).
- Supports with coding and processing invoices.
- Places order for supplies requested by staff with service providers (e.g. stationery, coffee supplies)
- Provides administrative support for individuals and/or departments as required.
- Assists with event coordination - including helping with set-up and ordering catering.
- Capable to handle and support large group of people event independently in Atrium and/or Patio. Provide guests and visitors know where to go and what to except.
- Other administrative duties as assigned.
- Supports with Lodge outbound communication to clients.
- Handles in-house Lodge client questions (if the CSC or volunteer are unavailable)
- Administers entry COVID-19 protocols for vendors entering the lodge.
- Actively contribute to our culture of justice, belonging, equity, diversity, and inclusion by ensuring that all staff feel represented and heard regardless of their gender, age, religion, ethnicity, and nationality or race.
- Champion CCS as a hero in the face of cancer.
- Actively contribute to our culture of justice, belonging, equity, diversity, and inclusion by ensuring that all staff feel represented and heard regardless of their gender, age, religion, ethnicity, and nationality or race.

**QUALIFICATIONS**:

- The role requires 3-5 years experience in an administration role, and front office public facing exposure with Microsoft office experience complimented by related diploma.
- Previous experience as a Receptionist or Administrative Assistant.
- Detailed oriented and organized.
- Natural warmth when communicating with public; positive attitude.
- Superior communication skills, both verbal and written, with the ability to speak compassionately with bereaved or distressed clients.
- Ability to provide or obtain routine information in a pleasant manner.
- Able to work autonomously and collaboratively with all teams

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