Reception and Administrative Support
About The Position
The Reception and Administrative Support position is the first point of contact for clients, donors, community members, volunteers, staff, and community partners. This role is responsible for creating a welcoming, professional, and responsive environment while supporting the day-to-day administrative operations of the shelter. The successful candidate will provide reception services, coordinate front desk activities, assist with donations and mail, maintain office and security systems, and provide general administrative support to the Programs and Services team. Working closely with Shelter Operations, this position helps ensure the smooth, safe, and efficient operation of the shelter.
Requirements
- Clear Police Vulnerable Sector Check
- Two-step Tuberculosis Skin Test (TB Test)
Nice To Haves
- Post-secondary education in Office Administration or a related field is preferred.
- Experience working in a reception or front desk environment.
- Experience with Adobe Acrobat, Smartsheet, Canva, or the ability to quickly learn new software is considered an asset.
Responsibilities
- Welcome clients, donors, volunteers, community partners, contractors, and visitors in a professional and friendly manner.
- Answer and direct incoming telephone calls, emails, and general inquiries.
- Screen and manage visitor access while following agency safety, confidentiality, and security procedures.
- Monitor security cameras and maintain visitor sign-in/sign-out records.
- Maintain a welcoming, organized, and professional reception area.
- Provide general administrative support to the Programs and Services leadership team.
- Prepare meeting materials and take minutes for Client Services and other meetings as required.
- Complete routine administrative tasks including data entry, scanning, photocopying, filing, records management, and document preparation.
- Maintain staff photo identification cards, security fobs, name tags, and related inventories.
- Coordinate the distribution and tracking of client gift cards.
- Receive and welcome donors delivering in-kind donations and ensure donations are processed in accordance with agency procedures.
- Issue non-tax donation receipts where appropriate.
- Receive, sort, and distribute incoming mail and courier packages while maintaining client confidentiality.
- Prepare and process outgoing mail.
- Retrieve mail from the Canada Post box as required.
- Coordinate office and program supply purchases for the Burlington shelter and Community Outreach team.
- Maintain inventories of office and reception supplies.
- Support and orient front desk volunteers.
- Assist with day-to-day shelter operations and administrative processes.
- Coordinate the confidential transfer of files or materials between shelter locations as required.
- Participation in agency signature events, including the Gala, Hope in Every Step, the Golf Tournament, and other fundraising or community events to assist with administrative duties, i.e registration. Evening or weekend work may be required only on an infrequent basis to support agency events.
- Perform other duties as assigned to support the operations and mission of Halton Women's Place.
Benefits
- The HWP is committed to providing a respectful and healthy work environment.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
Associate degree
