The Office Administrator/Assistant acts as the first point of contact at the ESC for Clients, employers and the general public. In this role the Office Administrator/Assistant ensures that clients are directed through to the correct stream for WorkBC services. 

What you’ll be doing: 

• Perform reception duties, including regular contact with potential Clients - on the phone and in person – providing information on programs and referrals to other agencies and community resources 

• Office support to staff team and Clients such as booking appointments, rescheduling appointments, data entry, photocopying, faxing, preparation of minutes, answering phone inquiries, correspondence, purchasing supplies and petty cash 

• Working with the Office Manager to implement, maintain and revise internal administrative systems (i.e. client files, statistics reporting, client tracking procedures, annual inventory, files)  

• Provide initial intake process to new Clients, which may require assisting clients with registration on the Online Employment Services (OES) system  

• Assist with purchasing procedures i.e. ordering, monitoring, and tracking 

• Assist with issues regarding maintenance, parking, lease, telephone, janitorial and alarm system, and elevate any major concerns to the ESC Office Manager as necessary  

• Assists with the orientation of new Staff/practicum students/summer students to the WorkBC ESC workplace environment and YWCA policies  

• Assist with office housekeeping (i.e. kitchen cleaning schedules, parking schedules, birthdays, employee announcement board etc.) 

• Assist with annual inventory control 

• Able to travel and work at other Tri-Cities locations when needed. 

• Adhere to onsite Health and Safety Procedures 

• Other duties as required  

What you’ll need: 

• Relevant education or an equivalent work experience and recognized certification  

• Excellent client and customer service skills 

• Excellent computer skills including Microsoft Office Suite, advanced word and excel skills, data entry and SharePoint 

• Excellent telephone skills and proven ability to handle a multi-line system 

• Excellent written and verbal skills 

• Proven ability to manage shifting priorities 

• Comfortable working on the front-line of a busy employment centre, working with a range of Clients including Clients with mental health concerns, Clients with disabilities and Clients who are seeking housing, Clients who are immigrants, and Clients who are aboriginal 

• Strong communication and interpersonal skills are required to build effective relationships internally and externally 

• Proven ability to develop and manage office procedures and systems 

• Second language may be an asset 

• Must be available during typical business hours (Monday – Friday)  

• Experience working within government contracts is an asset 

• A valid clear criminal record check (including working with vulnerable populations) is required.  

• The YWCA Metro Vancouver’s COVID-19 vaccination policy is currently suspended and as a result, vaccination from COVID-19 is not required at this time. However, should circumstances change and the YWCA deem it necessary to reintroduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.  

What we offer:  We offer our eligible employees the following benefits as part of their total compensation package: 

• extended medical and dental benefits  

• a defined benefit pension plan 

• flexible working arrangements for applicable positions 

• Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members 

• free membership to our Health + Fitness Centre, discounts at our YWCA Hotel and priority in YWCA Child Care centres 

• a workplace that prioritizes employee health, safety and wellbeing, including many learning and growth opportunities such as our staff mentorship program and three equity committees who help to support our goals towards achieving meaningful equity and inclusion.