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About the Role
The Receptionist is the first point of contact for Neighbours, representing the organization to callers and visitors. This role ensures the efficient flow of information and maintains a professional and courteous front office environment.
Responsibilities
- Directing all incoming calls and guests.
- Maintaining the reception area in a presentable order.
- Arranging couriers and coordinating mailings.
- Opening and closing the office.
- Administering member payroll.
- Maintaining a whiteboard.
- Providing scheduling for meeting rooms and the reception phone system.
- Greeting visitors to the tenant hub office.
- Answering incoming calls, screening and forwarding calls, and taking messages.
- Providing information about Neighbours and referring program participants to appropriate resources.
- Collecting participant monthly rent payments (cash, cheque, direct deposit).
- Depositing funds and accurately documenting payments in the property management software.
- Receiving, sorting, and distributing incoming mail and parcels.
- Preparing and sending outgoing mail and courier packages.
- Maintaining and ordering office supplies.
- Typing general correspondence, memos, and taking minutes.
- Providing general clerical support (photocopying, filing, faxing).
- Contacting suppliers for office equipment servicing.
- Triaging incoming requests to appropriate department staff.
- Performing general office duties and other assigned tasks.
- Being knowledgeable about and acting within relevant legislation.
- Modeling organizational values, policies, and professional ethics.
- Demonstrating active support for organizational direction and priorities.
- Proactively engaging in program and organizational change activities.
- Modeling and promoting a culture of accountability for meeting decisions and goals.
- Identifying and removing barriers to service excellence.
- Demonstrating personal commitment and culture to wellness.
- Participating in a work culture of positive thinking, initiative, and creativity.
- Improving professional knowledge to recognize and deal with trends and issues effectively.
- Developing and maintaining collaborative working relationships with allied community agencies and professionals.
- Participating in community committees and internal Neighbours committees.
- Complying with Neighbours' policies, including those pertaining to client information confidentiality.
- Representing the agency positively with clients, colleagues, and the community.
- Attending supervision meetings for work expectation review and performance evaluation.
- Participating in and representing the organization at external committees and forums.
- Participating in internal committees and/or activities.
- Keeping Manager or Supervisor informed and updated on relevant issues.
Requirements
- Three years’ experience working as an administrative professional.
- Good organizational skills and the ability to work under pressure and handle multiple demands.
- Excellent interpersonal and communication skills.
- Strong verbal communication skills, a pleasant telephone manner, and the ability to handle difficult people and situations.
- High proficiency in the English language, both written and verbal.
- Proficiency in Microsoft Office programs (Outlook, Excel, Word, SharePoint).
- Ability to take initiative in a team-oriented environment.
- Excellent numeracy skills and knowledge of accounts receivable and banking processes.
- Ability to work and communicate with staff and participants from diverse backgrounds.
- Experience with Yardi (property management financial system) or similar program is an asset.
- Experience and/or training in defusing hostility is an asset.
- Good working knowledge of the organization, including people and programs.
- Experience working with populations experiencing homelessness, addictions and mental health issues is preferred.
- A successful police record check for Vulnerable Sector is required.
- Must be legally entitled to work in the country where the role is located.
Skills
- Office Administration
- Interpersonal Skills
- Communication Skills
- Verbal Communication
- Telephone Manner
- Handling Difficult People/Situations
- English Proficiency (Written and Verbal)
- Microsoft Office Suite (Outlook, Excel, Word, SharePoint)
- Initiative
- Teamwork
- Numeracy Skills
- Accounts Receivable
- Banking Processes
- Working with Diverse Populations
- Yardi or similar property management software (asset)
- Defusing Hostility (asset)
- Organizational Knowledge
Location
- Office setting
Work Type
- Full-time
- Office setting
- Team environment
Experience Level
- Three years’ experience working as an administrative professional
Education Level
- Two-year Community College Diploma in Office Administration or related field
Salary/Compensations
- $22.03 per hour
Benefits
- Accommodations available upon request for candidates with disabilities
About the Company
- Neighbours Community Homes is an organization that provides services and support.
Equal Opportunity
- Neighbours may use AI-based tools to assist in screening and assessing applicants.
- Accommodations are available upon request for candidates with disabilities who are participating in the recruitment process and for those hired.