The Receptionist is responsible for providing reception and administrative support in order to ensure that Homeward Trust Edmonton services are provided in an effective and efficient manner.
As Homeward Trust Edmonton serves a diverse array of people that needs a place to live; it is essential that the Receptionist embodies the values and culture of caring that this organization had established. The Receptionist must strive to always project a positive image and create a warm and welcoming atmosphere for all visitors even during busy times or on a bad day.
First impressions are powerful drivers in business, and when clients or members of the public visit our organization, the Receptionist tends to be the first employee they meet. That being said, that makes the position very important. The Receptionist appearance, manners, knowledge and helpfulness reflect on the entire organization. Therefore, it is critical, that the Receptionist must understand this role and feel comfortable with the responsibility.
Lastly, the incumbent will be responsible for providing administrative support services to the Directors, HR & Administration and other team members. Failure to provide these services in an efficient and effective manner will result in disruptions in the provision of services.
Duties and Responsibilities
- Greets and directs clients, ensuring proper sign-in according to security standards and notifies company personnel of visitor’s arrival.
- Answer any customer inquiries and concerns
- Properly and respectfully channelling call, questions and complaints to the right personnel
- Logs and distributes incoming mail and processes outgoing mail, this includes outgoing and incoming courier service.
- Meeting preparation:
- Maintains calendar for booking meetings, ensure adequate space is booked and coordinating attendees
- Orders catering if required as approved by the Chief Program Officer
- Facilitates the set up and clean up of meetings, i.e. room preparation, refreshment/food arrangement.
- Looks after all presentation equipment, ensuring employees are signing the equipment in and out, and that we have correct accessories
Administrative Duties as required by Programs Support:
- Assist the Chief Program Officer and other staff as requested.
- Provide administrative services for the Program Support Team which includes:
o Assisting in printing and sending documents to proper recipients
o Assisting in the preparation of reports by populating available data into standard report templates and distribution to proper recipients
o Properly and respectfully channelling call, questions and complaints to the right personnel
- Maintaining a list of key contacts for funded programs
- Ensure the proper functioning of kitchen area equipment and keeping kitchen tidy including loading and unloading coffee area dishwasher and making sure coffee is fresh for employees and guests.
- Ensure that the kitchens are well stocked with milk, sugar, tea, coffee and other condiments as required
- Acts as a Warden in emergency situations such as fire, bomb threat and lock down.
Experience and Education:
- Post Secondary Education an asset
- Minimum one year of experience in a professional reception role with a multi-line switchboard and general administrative duties.
- Preferred experience on meeting and serving the needs of vulnerable populations relative to housing is preferred.
Knowledge, Skills and Abilities
- Strong organizational and administration skills
- Excellent interpersonal skills
- Ability to deal sensitively and appropriately with a variety of people, both in person and over the phone
- Self-starter that can manage multiple priorities
- Working knowledge of office and filing systems
- Proficiency with a variety of software programs, most importantly Microsoft Word, Excel, Outlook, Internet
- Training in administrative support field of study preferred
- Knowledge and understanding of Indigenous cultures and tradition and ability to work with culturally diverse people.
- An awareness and sensitivity to the plight of individuals experiencing homelessness, as well as the needs of particular vulnerable sectors is an asset.
- Able to exercise discretion, compassion, and empathy, and maintain confidentiality.