Receptionist (Part-Time)

2 weeks ago

Cold Lake, Alberta, Canada Dr. Margaret Savage Crisis Centre Full time

Stepping Stones Crisis Society is seeking a Part-Time Receptionist to join their team

At Stepping Stones Crisis Society, they are dedicated to supporting individuals and families affected by domestic violence and crisis situations. Based in Cold Lake, Alberta, their mission is to provide a safe and nurturing environment where those in need can find refuge, support, and resources to rebuild their lives. They offer a range of services, including emergency shelter, counseling, education, and advocacy, all aimed at empowering our clients to overcome their challenges and achieve long-term stability and safety.

The Receptionist is the first point of contact for clients, visitors, and stakeholders at Stepping Stones Crisis Society. This role requires exceptional communication and organizational skills, professionalism, and the ability to handle sensitive information with confidentiality. The Receptionist will perform a variety of administrative tasks to support the organization's operations and ensure the smooth functioning of the office.

Schedule and Hours:

  • This is a part-time position.
  • Morning, evening, and weekend shifts.
  • Weekend shifts are required, but scheduled on a rotational basis.

Duties and Responsibilities:

Front Desk Operations:

  • Greet and welcome clients, visitors, and staff with professionalism and compassion.
  • Answer and direct phone calls, emails, and other inquiries to the appropriate departments or individuals.
  • Maintain a clean and organized reception area to create a welcoming atmosphere.

Administrative Support:

  • Manage incoming and outgoing mail, courier services, and deliveries.
  • Maintain and update records, including contact lists, schedules, and office directories.
  • Assist with scheduling appointments, meetings, and conference room bookings.
  • Provide general administrative support to the Office Manager and other team members as needed.
  • Monitor and restock office supplies and place orders as required.

Client and Visitor Interaction:

  • Ensure visitors and clients are checked in and directed appropriately while respecting confidentiality protocols.
  • Provide initial support and refer clients to the appropriate staff or department.
  • Respond to general inquiries about services, programs, and events offered by the organization.

Data Entry and Filing:

  • Input and maintain accurate client and administrative data in the organization's systems.
  • Organize and maintain physical and digital files in compliance with organizational policies.
  • Support the Office Manager in generating reports as required.

Office Management:

  • Ensure the reception area and common spaces are tidy and well-maintained.
  • Coordinate with maintenance staff for repairs or upgrades as needed.
  • Manage the security of the front entrance by monitoring access and issuing visitor passes as necessary, during the shifts you work; then providing handoff & collaboration with the Security Specialist as required.

Skills and Qualifications:

Education and Experience:

  • High School Diploma or equivalent is required; a diploma in Office Administration or a related field is an asset.
  • Minimum of 1-2 years of experience in a receptionist or administrative support role, preferably in a nonprofit or social services setting.
  • Clear Criminal Record Check and Child Intervention Check.
  • First Aid/CPR certification is an asset.
  • Familiarity with multi-line phone systems and basic office equipment.

Skills and Abilities:

  • Strong interpersonal and communication skills, with a compassionate and professional demeanor.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with data entry software.
  • Excellent organizational and time-management skills with attention to detail.
  • Ability to handle sensitive and confidential information with discretion.
  • Demonstrated ability to work in a fast-paced environment and manage multiple tasks efficiently.

Job Type: Part-time

Work Location: In person

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