Receptionist

TRELLIS SOCIETY FOR COMMUNITY IMPACT•Calgary, AB

28d•Onsite

About The Position

The Receptionist plays a highly visible and essential role in shaping the Trellis experience. As the first point of contact for staff, clients, vendors, and community partners, this position sets the tone for every interaction by creating a welcoming, professional, and responsive environment. The role combines front-facing service with critical administrative and operational support, helping people access the right information, programs, staff, and resources while ensuring daily office needs are coordinated smoothly and effectively. Success in this role requires; strong judgment, initiative, confidentiality, and the ability to balance empathy with clear professional boundaries. The Receptionist is proactive, resourceful, and accountable, taking ownership of a wide range of requests and following through in a way that strengthens service delivery, organizational efficiency, and Trellis culture.

Requirements

Minimum two (2) years of administrative support and/or executive assistance experience; an Office Administration Diploma or an equivalent combination of education and experience.
Solid understanding of trauma-informed care principles and practices.
Must be available to work on-site Monday through Friday, from 8:00 a.m. to 4:00 p.m.

Nice To Haves

Experience working within the human services, community services, or social services sector is preferred.

Responsibilities

Serves as the first point of connection for clients, community members, staff, vendors, and partners, responding to inquiries and connecting individuals to relevant Trellis programs, services, and resources through a variety of communication channels.
Fosters a welcoming, inclusive, and positive in-person environment for clients, visitors, and team members.
Responds to main phone line inquiries with warmth, professionalism, and care, connecting callers to the appropriate supports and resources.
Monitors Reception shared inboxes with responsiveness and attention to detail, ensuring emails and documents are directed to the appropriate person or department.
Helps staff and visitors feel prepared and supported in main office meeting spaces by coordinating bookings, video conferencing, screen casting, and equipment setup.
Provides dependable administrative support to keep daily operations moving smoothly, including mail distribution, invoice routing, courier and delivery oversight, and stationery replenishment.
Builds positive working relationships with main office vendors while coordinating amenities and services such as kitchen supplies, waste, recycling, shredding, copier maintenance, Wi-Fi support, and janitorial needs.
Supports clear and accessible communication across Trellis by administering internal phone and fax systems.
Maintains clean, welcoming, organized, and functional office common spaces, including reception, lunchrooms, meeting rooms, workstations, hotelling spaces, and stationery supply areas, ensuring they are consistently ready for staff and visitors.
Supports facilities needs across Trellis locations by submitting and following up on work order requests.
Provides approachable IT support for staff, including internet connectivity, printing, system and software navigation, phone setup, and loaner equipment sign-on.
Supports smooth staff on-boarding and off-boarding by preparing, retrieving, and tracking IT hardware, accessories, credit cards, business cards, nameplates, keys and fobs, ID badges, lanyards, hardware totes, and Trellis Churn Tracking updates.
Prepares and shares clear organizational communications, including employee onboarding materials and agency-wide notices.
Maintains security systems, including access card distribution and database management, and conducts quarterly audits to ensure secure and reliable facility access.
Supports workplace health and safety by completing weekly office inspections, maintaining clear and accessible common areas, and serving as a key contact for the Fire Warden program.
Distributes Naloxone/Narcan, PPE, first aid kits, and other safety supplies to designated staff, maintaining accurate inventory and distribution records.
Coordinates pickups, drop-offs, distribution, and inventory management for employees and programs, including donations, gift cards, School Program devices, training materials, and other operational resources, while maintaining accurate tracking and inventory records.
Ensures the safety and security of main office storage spaces by supporting staff access requests and maintaining accurate access and inventory records.
Provides responsive internal Visa support, including fraud reporting, card activation, credit limit adjustments, and credit card closures.
Assists agency-authorized drivers with main office pool vehicle bookings.
Supports fundraising efforts by receiving and coordinating monetary and in-kind donations.
Contributes to team priorities by supporting additional projects and duties as assigned.