Job Posting 89259

Customer Service Specialist/ Office Administrator
The Career Foundation
Toronto Metro area
closed yesterday (Wed, 30 Nov)
full time

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 seven locations, we now help thousands of people each year successfully accomplish their employment goals. Our team of dedicated professionals have 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 and features available to our employees include: 

  • Competitive compensation
  • A comprehensive Health Benefits plan that includes massage therapy, naturopath services, travel coverage, and much more
  • A comprehensive Dental Insurance plan
  • An Employee & Family Assistance program
  • An RRSP Matching plan
  • A Wellness program

Program & Role Description: Conveniently located in Etobicoke, York, Downtown Toronto, North York, and Scarborough, The Career Foundation’s five (5) full-suite Employment Centres provide job seekers with a full range of services, including exploring career options, improving their résumés, preparing for interviews, and much more. Our Employment Centres also offer a range of services to employers, including job matching, hiring fairs, retention advice, and other services.

The Customer Service Specialist/Office Administrator is an integral member of the team, responsible for providing exceptional customer service to all clients and performing important administrative functions for the office.

Position type: Full-time (37.5 hours per week) on a 12-month, leave-based contract, with good potential to lead to a permanent employment opportunity with The Career Foundation

Number of Positions: 1

Reporting to: Manager

Experience Required: 2+ years

Location: This opportunity is based at The Career Foundation’s Scarborough Employment Centre located close to Kingston Rd. and Midland Ave. The position is currently structured on a hybrid-remote work schedule that includes some work-from-home days. The hybrid-remote schedule is based upon operational needs and contingent on the successful candidate having appropriate work-from-home space with high-speed internet. Company laptop and other equipment provided.

Start date: Immediately

COVID-19 Vaccination Requirement: The Career Foundation is committed to the health and safety of its workforce. As of December 16, 2021, successful candidates for our internal employment opportunities must be fully vaccinated against COVID-19 and submit proof of same prior to receiving an official employment offer. Accommodations will be made where possible for qualifying medical or religious exemptions.

Responsibilities include, but are not limited to, the following:  

Customer Service

  • 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/or check-in process.  
  • Facilitates initial eligibility screening for clients and prepares proper documentation.
  • Receives incoming calls, provides program information to callers, and re-directs calls to appropriate extensions.
  • Responds to voicemail messages from clients, partners, suppliers, and other parties.
  • Monitors the office’s general email account and ensures that emails are responded to promptly.
  • Provides clients with general job search resources and provides relevant information and support, such as assistance with creating new email accounts for job search purposes, navigating online web forms and applications, etc.  
  • Assists clients with general troubleshooting as needed in the office’s Resource and Information Area.
  • Liaises with prospective job seeker applicants to encourage and confirm their participation in the Employment Centre’s services.
  • Maintains the office’s job posting board, meeting rooms, and other shared spaces.
  • Schedules and organizes meetings for the team.
  • Assists with preparation and facilitation of events at the organization, including open houses, job fairs, and other events.
  • Provides support and assists with training volunteers.
  • Assists in scheduling new clients for assessments and workshops.
  • Conducts consistent follow-up with clients that have been scheduled to receive employment support services.
  • 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 with other staff members.  
  • Other customer service duties as assigned.

Administration

  • Creates case files for new clients and completes important data entry duties by entering information into online systems, databases, and trackers.
  • Assists with maintaining and closing client files, including data verification, binding of documents, filing, and collecting data regarding client service satisfaction.
  • Conducts follow-up calls with clients at regular intervals to obtain status of active employment.
  • Participates in the monitoring of activity reports for clients to ensure that clients are actively engaged in job search/training plans.
  • Audits hardcopy and online records for data integrity purposes.
  • Creates and updates reports for the Manager related to statistics, office expenditures, staff attendance and schedules, etc.
  • Monitors the office’s inventory of supplies and processes orders as needed.
  • Submits to the Finance department all invoices for the office’s general expenses as approved by the Manager.
  • Provides general administrative support to fellow team members, such as document creation, file retrievals and other matters.  
  • Other administrative duties as assigned.

Qualifications/ Skills Required:

  • Post-secondary diploma or degree, or an equivalent combination of education and experience is required.
  • Must possess a minimum of 2 years’ hands-on experience in a similar capacity providing exceptional customer service to clients and performing office support/administrative functions. Prior experience in the employment services industry considered a strong asset.
  • Must be able to work on-site from The Career Foundation’s Scarborough office located near Kingston Road and Midland Avenue.
  • Outstanding customer service skills with a professional, warm and friendly attitude in all interactions with clients, fellow staff members, and other stakeholders.
  • A courteous and professional approach to client service with a high level of respect for the diversity of people served.
  • Excellent verbal and written English communication skills and ability to clearly communicate information verbally and in writing. Fluency in a second language will be considered an asset.
  • Ability to uphold the organization’s service standards, policies, and core values, and maintain sensitive information with high standards of ethics and confidentiality.
  • Excellent organizational, problem solving and analytical skills, with a proven ability to multitask and meet deadlines.
  • Proficiency in Microsoft Office Suite (Word, Excel and PowerPoint) as well as Zoom, and Outlook 365 applications, including Teams, SharePoint, Forms, and Bookings. Must possess aptitude and willingness to learn and work with new online systems and technology.
  • Flexibility to occasionally work outside of normal business hours during peak periods, when required.
  • A positive approach to work and willingness to take the initiative to lend assistance where needed to ensure that the team is successful in meeting goals.

 

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.

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