Front Desk Assistant

Canadian Cancer Society•Vancouver, BC

2d•CA$47,000 - CA$50,000•Onsite

About The Position

The Canadian Cancer Society works tirelessly to save lives, improve lives and drive collective action against cancer. Together, with patients, volunteers, donors, and communities across the country, they raise funds to invest in transformative cancer research, provide a caring support system for everyone affected by cancer, and advocate to governments to create a healthier future for all. This position is a key member of both the Facilities and Lodge teams, supporting front desk reception and administrative tasks and being the first point of contact for lodge clients, visitors, donors, and CCS partners. The position supports lodge and office building operations and other CCS departments as required with the coordination of events, meeting room bookings for external partners, parking, and other related office/lodge operations.

Requirements

Experience in Microsoft Office 365, particularly SharePoint, Outlook, Work and Excel
English is required
Interacts with others in a respectful, responsive and service-oriented manner, supporting positive experiences for guests, volunteers and staff.
Demonstrates strong attention to detail and the ability to review information accurately.
Effectively prioritizes tasks, manages competing demands and adapts effectively to frequent interruptions in a fast-paced environment.
Maintains the confidentiality of sensitive information and exercises sound judgement in handling it.
Communicates clearly and concisely in writing and verbally, adopting style and language to meet the needs of both technical and non-technical audiences.
Works effectively both independently and collaboratively as part of a team.
Others may apply

Nice To Haves

Experience as a receptionist or administrative assistant, including experience answering and screening calls a strong asset.
French/Bilingualism (French /English) is an asset due to the organization’s nationwide operations.
Previous experience training others an asset.

Responsibilities

Answer and transfer calls in a timely and service-oriented manner.
Greet clients and guests promptly upon arrival and inform the appropriate person.
Oversee front desk sign-in procedures for visitors and temporary staff, maintaining accurate and up-to-date records.
Answer questions about the office and the Lodge (e.g. hours, services) or direct inquiries to the appropriate resource.
Maintain consistent front desk coverage during office hours, coordinating support as needed.
Monitor the general email inbox, responding to or forwarding inquiries as appropriate.
Support staff with incoming and outgoing mail, including receiving, sorting and preparing packages.
Maintain the key box and track sign of out CCS keys, service keys and other Facilities managed resources.
Manage shared or bookable resources outside the booking system (e.g. rooms, event materials, parking) using Outlook or other tools and ensure items are returned in good condition.
Assist Facilities in maintaining reception, atrium, kitchen and other common areas to support a clean and welcoming environment.
Coordinate parking passes for visitors, vendors and staff.
Keep the Reception Manual current and accessible.
Contribute as a member of the Health and Safety Committee.
Support the recruitment, onboarding, training, scheduling and coordination of Front Desk volunteers to ensure effective lodge and office operations.
Assist the Coordinator and Manager with tasks that support safe, smooth building operations for the Lodge and Centre for Cancer Prevention and Supports (CCPS).
Respond to inquiries from CCPS partners (e.g. Inspire Health, UBC) regarding onsite functions and events or direct them to the appropriate contact.
Receives over-the-counter donations and forward them to the Donor Service team in accordance with procedures.
Assist with outbound communications to Lodge clients ensuring information is clear and timely.
Support the Wig and Breast Bank by responding to general email inquiries, coordinating wig requests and shipments, and related data entry.
Support in-house Lodge client questions as needed.
Reconcile monthly credit card statements, ensuring all transactions are supported by appropriate documentation (e.g. receipts, invoices, approved forms).
Support invoice coding and processing in alignment with internal procedures.
Order office and kitchen supplies requested by staff.
Assist with onsite events, including set-up, coordinating catering and clean up.
Complete additional administrative tasks and responsibilities as assigned.
Contribute to our culture of diversity, inclusion, belonging and equity (DIBE) by ensuring that all staff feel represented, valued, and heard across all aspects of their identity, including gender, age, religion, ethnicity, nationality, race, and sexuality.
Other duties as assigned