Office Administrator, Vancouver South WorkBC

2 months ago

Vancouver, Canada YWCA Metro Vancouver Full time

What you’ll be doing 

Perform reception duties, including regular contact with potential Clients - on the phone and in person – providing information on programs and referrals to other agencies and community resources 

Office support to staff team and Clients such as booking appointments, rescheduling appointments, data entry, photocopying, faxing, preparation of minutes, answering phone inquiries, correspondence, purchasing supplies and petty cash 

Work with the Office Manager to implement, maintain and revise internal administrative systems (i.e. client files, statistics reporting, client tracking procedures, annual inventory, files)

Provide initial intake process to new Clients, which may require assisting clients with registration on the Online Employment Services (OES) system

Keep track of intake details (accepted, not accepted, reason for not accepted, cancellations and no shows, type of client) for all case managers and produce a weekly report and monthly report for management 

Assist with purchasing procedures i.e. ordering, monitoring, and tracking 

Assist with issues regarding maintenance, parking, lease, telephone, janitorial and alarm system, and elevate any major concerns to the WorkBC Office Manager as necessary

Assist with the orientation of new Staff/practicum students/summer students to the WorkBC Centre workplace environment and YWCA policies

Assist with coding invoices and obtaining signature by the Senior Operations Manager to send to finance team in a timely manner 

Stay current with all labour market trends, employment issues, community resources, job training, and employment opportunities

Other related administration duties as requested 

What you’ll need: 

Relevant education or an equivalent work experience and recognized certification

Excellent client and customer service skills 

Excellent computer skills including Microsoft Office Suite, advanced word and excel skills, data entry and SharePoint 

Excellent telephone skills and proven ability to handle a multi-line system 

Proven ability to manage shifting priorities 

Comfortable working on the front-line of a busy employment centre, working with a range of Clients including Clients with mental health challenges, Clients with disabilities and Clients who are seeking housing, Clients who are immigrants, and Indigenous Clients

Strong written and verbal communication and interpersonal skills are required to build effective relationships internally and externally 

Proven ability to develop and manage office procedures and systems 

Must be available during typical business hours (Monday – Friday)

A valid clear criminal record check (including working with vulnerable populations) is required 

Fluency in French is required 

A valid clear criminal record check (including working with vulnerable populations) is required.

The YWCA Metro Vancouver’s COVID-19 vaccination policy is currently suspended and as a result, vaccination from COVID-19 is not required at this time. However, should circumstances change and the YWCA deem it necessary to reintroduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties. 

What we offer:  We offer our eligible employees the following benefits as part of their total compensation package: 

Extended medical and dental benefits

A defined benefit pension plan 

Flexible working arrangements for applicable positions 

Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members 

Free staff membership to our Health + Fitness Centre, discounts at our YWCA Hotel and priority in YWCA Child Care centres 

Pay Rate: $27.50 per hour

A workplace that prioritizes employee health, safety and wellbeing, including many learning and growth opportunities such as our staff mentorship program and three equity committees who help to support our goals towards achieving meaningful equity and inclusion. 

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