Casual Administrative Assistant

Position: Casual Administrative Assistant – Head Office 

Reports to: Executive Assistant & Manager-Admin 

Hours: Casual / On-Call. Shifts offered as needed, typically when the regular admin is on leave 

Purpose: The Casual Administrative Assistant provides on-site administrative and reception coverage at Head Office during the absence of the regular H.O. Admin Assistant. This role helps ensure the smooth day-to-day operation of the office by welcoming visitors, managing incoming calls and communications, receiving deliveries, and attending routine administrative tasks. The position provides continuity of front-office support and ensures that visitors, staff and other stakeholders continue to receive timely and professional assistance. 

Key Responsibilities 

• Reception & visitors: Greet and sign in visitors, contractors, volunteers and board members at the door. Let the right staff members know they’ve arrived and keep the front office area tidy and welcoming. 

• Phones: Answer the main line and the Business Connect app, direct calls to the right person, take clear messages and follow up so nothing slips through. Monitor and respond to voicemail messages. 

• Email Communication: Manage the admin email inbox and general information, e-mail and respond to queries as needed, forward communications to appropriate staff. 

• Mail & courier deliveries: Collect and sort the daily mail, sign -in courier deliveries and parcels, and get items to the right staff. Flag anything urgent, registered, or time-sensitive. 

• Emergency coverage: Be the on-site contact for building issue, an urgent call, a safety concern or a site emergency (Follow the Head Office emergency procedures and escalate to the supervisor or appropriate staff right away). 

• Doors & Security: Unlock/lock up as needed, manage door access for visitors, and make sure the office is secure at the end of a business day. 

• Day-to-day office tasks, based on need: Light filing, printing or scanning, restocking supplies, setting up the meeting room, keeping records, stationary up keep the shared office space neat. 

• Post office or bank runs: Occasionally drop off or pick up registered letters, cheques or supplies if needed. 

• Handover notes: Leave a detailed note for the regular admin at the end of each shift (who called, what arrived, anything outstanding). 

• Interim Coverage: For extended coverage of one week or more, ensure you obtain all necessary information from the H.O. Admin before their leave, including details of any office supplies, kitchen products, and other items that need to be replenished or restocked at the head office.  

• Other Duties: Other reasonable duties as assigned by the Senior Leadership Team, your supervisor or the full-time H.O. Admin while on shift. 

What We’re Looking For 

• Knowledge of MS Tools: MS Word, basic Excel, PowerPoint etc. 

• Warm, professional and calm – comfortable being the first impression of the organization. Strong communication skills in English.  

• Flexible and dependable. Available for short-notice work shifts and are punctual. 

• Confident on the phone (a multi-line phone system) and with everyday office tools like email, basic knowledge in Microsoft Office tools like Excel, PowerPoint etc.  

• Good judgment under pressure – you know when to handle something and when to escalate it. 

• Discreet with confidential information about staff and the organization. 

• Previous reception, front desk or administrative experience is an asset. 

• Align with the mission, vision and values of More Than A Roof Group. 

• A clear criminal record check 

• Having your own car is a nice-to-have, not a requirement.  

Working Arrangements 

• Location: Head Office, in-person role. 

• Hours: Typically a regular weekday office day. 8 hours work shift 

• Flexibility to work on short notice. Shifts may be offered on short notice, often the evening before.  

• Paid for hours worked. Timesheet should be submitted.