Receptionist

Neighbours Community Homes•,

12d•Onsite

About The Position

The Receptionist is responsible for directing all incoming calls and guests, maintaining the reception in a presentable order, arranging couriers, coordinating mailings, opening and closing the office, administration of member payroll, maintaining a white board, providing scheduling for the meeting rooms and reception phone system. The position reports to the Manager, Tenancy Services. The Receptionist represents the organization to people who call or visit the office. The Receptionist is often the first contact between Neighbours and the outside world, and, as such, deals with a variety of people from diverse backgrounds and with varying needs. This requires that the incumbent performs their duties in a professional and courteous manner. The Receptionist also ensures the quick and efficient flow of information, goods and people, and maintains the message and reception voicemail system.

Requirements

Two-year Community College Diploma in Office Administration or related field.
Three years’ experience working as an administrative professional.
Good organizational skills and the ability to work under pressure and handle multiple demands as required.
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 baking processes.
Ability to work and communicate with staff and participants from diverse backgrounds.
As a condition of employment, a successful police record check for Vulnerable Sector is required.
Candidates must be legally entitled to work in the country where this role is located.

Nice To Haves

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.

Responsibilities

Performs general reception duties including greeting visitors to the tenant hub office, answering incoming calls, screening and forwarding calls and taking messages.
Provide appropriate information about Neighbours in response to phone, email and walk-in inquiries and refer program participants to appropriate internal or external resources.
Collect participant monthly rent payments received as cash, cheque of direct deposit.
Deposit using the cheque deposit machine or depositing to the bank, and accurately document payment in the Neighbours property management software.
Receive, sort and distribute all incoming mails/parcels; prepare and send outgoing mail using the postage machine, prepare and send courier packages when needed.
Maintains and order office supplies for Support Services and satellite offices.
Type general correspondence, memos and take minutes as assigned.
Provide general clerical support i.e. photocopying, filing and faxing.
Contact suppliers to service office equipment.
Triage incoming requests to the appropriate department staff.
General office duties and other duties as assigned.
Be knowledgeable about and act within relevant legislation including the Occupational Health and Safety Act, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA), Residential Tenancies Act (RTA), Mental Health Act, Child and Family Services Act, Personal Health Information Protection Act (PHIPA), Social Housing Reform Act, and Ontario Fire and Building Codes.
Model the organizational values, policies and professional ethics, and demonstrate commitment to the strategic direction.
Demonstrate active support for organizational direction and priorities in own actions.
Proactively engage in program and organizational change activities.
Model and promote a culture where everyone is accountable for making sure decisions and goals are met and projects/tasks are completed.
Identify and remove barriers to service excellence.
Demonstrate personal commitment and culture to wellness.
Participate in a work culture of positive thinking, initiative and creativity.
Commitment to improve professional knowledge to recognize trends and issues and deal with them effectively.
Develop and maintain collaborative working relationships with allied community agencies and professionals and participate in community committees and internal Neighbours committees as required.
Comply with the policies of Neighbours including those pertaining to the confidentiality of client information.
Represent the agency in a positive manner with clients, colleagues and the community at large.
Attend regular supervision meetings with the Manager of Tenancy Services for the purpose of reviewing work expectations and performance evaluation.
Participate in and represent the organization at external committees and forums as assigned.
Participate in internal committees and/or activities relating to the organization (IE staff, Annual General Meeting, social recreational events, etc.).
Keep Manager or Supervisor informed and updated on relevant issues.