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 

What we offer:   

•  We offer our eligible employees the following benefits as part of their total rewards package:   
•  12% in lieu of time off and benefits and 5 sick days per ESA
• 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 Hotel Willo
• Priority in YWCA Child Care centres

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

   Pay Rate: $28.75 per hour