About The Career Foundation

The Career Foundation is a dynamic non-profit organization that offers a wide range of employment, training, and HR services to job seekers and employers. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of multiple locations, we now help thousands of people each year successfully accomplish their employment goals. Our team of dedicated professionals has described The Career Foundation as caring, compassionate, innovative, and team-oriented. For more information about us and our services, please visit our website at CareerFoundation.com.

Some of the benefits available to our employees include: 

• Competitive compensation
• Employee wellness initiatives
• Paid days off for religious observance purposes 
• Paid days off for personal wellness purposes 

Program and Role Description

The Career Foundation’s Readiness for Successful Employment Transition (ReSet) program is designed to help income-support recipients prepare for and successfully transition into employment. This program consists of two phases. Phase one focuses on helping participants recognize the barriers that prevent them from pursuing meaningful careers. Through employment readiness and life skills training and coaching, participants develop a new outlook and a strong interest in pursuing employment. As a result of phase one, clients successfully transition into phase two: the Integrated Employment Service. Phase two provides alumni support and coaching to ensure clients are equipped and motivated to strengthen their attachment to the labour market.

In the position of Customer Service/Administrative Assistant, you will be an important member of the program team, responsible for providing exceptional customer service to clients, supporting intake and referral procedures, completing file administration, maintaining accurate records and documentation, tracking budgets, and performing other important administrative work.

Position type:

Full-time contract (37.5 hours per week) until March 31, 2026

Base Location and Travel Requirements:

This opportunity is based on-site at The Career Foundation’s York office, located at Weston Rd. and Lawrence Ave. W. The role also involves occasional travel to support program delivery at other offices, as needed. A company laptop and other equipment will be provided. 

Vulnerable Sector Check:

An offer of employment for this opportunity will be contingent on a Vulnerable Sector Check (VSC). 

Start date:

As soon as possible

Reporting to:

Program Manager 

Responsibilities include:

Customer Service

• Reviews and processes client referrals from various sources using online CRM databases, ensuring compliance with engagement standards and booking protocols.
• Manages online appointment calendars, scheduling a sufficient number of client intakes each day.
• Delivers an exceptional client experience from the first interaction, fostering a welcoming environment where clients feel valued and eager to participate in the services.
• Provides exceptional customer service to clients at front-desk reception, including greeting walk-in and scheduled clients upon their arrival and providing full assistance with the registration and check-in process.
• Facilitates initial eligibility screening for clients and prepares accurate and complete documentation.
• Receives incoming calls, provides program information to callers, and redirects calls to appropriate extensions.
• Responds to voicemail messages and emails from clients, partners, suppliers, and other parties, in accordance with The Career Foundation’s customer service standards.
• Provides clients with general program resources and relevant information and support, such as assistance with creating new email accounts for job search purposes, navigating online web forms, and other support services.
• Utilizes systems and technologies provided by The Career Foundation to further support clients with achieving desired results.
• Processes and submits financial claims for client support incentives on the online CRM systems.
• Tracks program deliverables and results through the CRM systems and assists the Program Manager to prepare reports.
• Assists with preparation and support of events at the organization, including intake, outreach, career exposure or mentorship and speaking events.
• Assists in scheduling program clients to attend IES (Phase two) intake appointments.
• Follows up with each client to ensure their registration and participation in the IES program.
• Communicates with partners to maintain effective referral and reporting relationships.
• Monitors and responds to live messages submitted via The Career Foundation’s website chat function on a rotational schedule.
• Conducts outreach to clients and employers to strengthen relationships and secure opportunities.
• Performs other relevant duties as needed

Administration

• Enters client data into online reporting systems and trackers with total accuracy.
• Assesses online reports and cross-references statistics with internal trackers.
• Updates client data and service histories in online systems to reflect services received.
• Assists with assembling and auditing hardcopy and electronic client files according to The Career Foundation’s audit standards.
• Communicates with staff members for pending data required for client files from their caseloads and ensures that subsequent information obtained is updated on file.
• Completes file checklists to ensure that all files are ready for funder audits.
• Performs the full process required for client file closures, including data verification, binding, and filing.
• Organizes and maintains physical and electronic filing systems.
• Prepares financial claims utilizing Power BI, Microsoft Excel, and other software, ensuring timely entries into trackers and systems.
• Creates reports for management on statistics, expenditures, and program targets.
• Performs other relevant duties as needed.

Qualifications/ Skills Required:

• Post-secondary diploma or degree in administration or a related field is highly preferred, or an equivalent combination of education and experience is required.
• A minimum of 2 years of direct experience in a similar role involving customer service and administrative support, demonstrating a proven ability to multitask effectively while providing exceptional customer service.
• Outstanding customer service skills with a professional, warm, and friendly attitude in all interactions with clients, fellow staff members, and other stakeholders, and a high level of respect for the diversity of people served.
• Demonstrated detail orientation and organizational skills to perform essential data entry duties without error.
• High ethical standards with a proven ability to maintain sensitive information, uphold confidentiality, and consistently demonstrate tact, diplomacy, and sound judgment.
• Exceptional interpersonal and relationship-building skills, with the ability to establish rapport across diverse stakeholder groups.
• Proven track record in a results-driven environment and experience with meeting deadlines and assigned targets.
• Excellent verbal and written English communication skills and the ability to clearly communicate information. Fluency in a second language is considered an asset.
• High emotional intelligence, demonstrating patience, empathy, and connectivity when working with clients of various experiences, needs, and abilities.
• Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) and Outlook 365 applications, including Teams and SharePoint.
• Must possess the aptitude and willingness to learn and work with new online systems and technologies.
• Knowledge of Power BI is an asset.
• Willingness to occasionally work outside of normal business hours when needed to meet the needs of clients and the program.
• Dedicated work ethic with demonstrated ability to remain flexible and resilient, adapting quickly to changing priorities while maintaining trust and positive working relationships.

The Career Foundation’s Commitment:

The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.