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THE PURPOSE of this position is to be a welcoming presence and create a positive atmosphere in and around the Office, to provide a wide range of administrative functions, and to facilitate effective communication with residents and their families, staff, and visitors.
1. Reception: Act as receptionist to incoming visitors and callers, receiving resident requests and concerns, and alerting appropriate staff for action
2. Administrative Functions
- Receive payment for meal tickets, stamps, Gift Shop items, photocopying, and light bulbs
- Assist accounting functions with data entry of cash income
- Make reservations and receive payment for Guest Suites
- Word processing, including preparation of meal tickets, spreadsheets and documents as required by management.
- Maintain Records and Systems including
o Resident files and suite maintenance files
o Enterphone security system, door nameplates
o Telephone directory and birthday lists
o Active and inactive files as per the records management policy
- Manage incoming and outgoing mail
- Provide basic computer support within the Office as well as other departments
- Order supplies in a timely fashion and be responsible for their storage
3. Communication
- Be responsible for the production of a monthly newsletter, assembling and formatting information from management
- Take the initiative to prepare and communicate information to residents, working with the Housing Coordinator, Quality of Life Coordinator, Maintenance Manager, etc. as needed. Included is door-to-door letter delivery, posters for bulletin boards, information boards, etc.
- Website and social media updates
4. Other duties as assigned
Essential Skills
- Reading text
- Document use
- Oral communication
- Working with others
- Problem solving
- Decision making
- Job task planning and organizing
- Finding information
- Computer use
- Significant use of memory
Specific Skills
- Type and proofread correspondence, forms and other documents
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Order supplies and maintain inventory
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Not-for-profit organization
Area Of Specialization
- Statistics
- Correspondence
- Contracts
- Reports
- Forms and records
Work Location Information
- Urban area
Work Conditions and Physical Capabilities
- Sitting for extended periods
Security and Safety
- Bondable
- Basic security clearance
- Criminal record check (abstract)
- Confidential security clearance
Keyboarding (Words Per Minute)
- 81 - 100 wpm
Business Equipment and Computer Applications
- ACCPAC
- Windows
- Word processing software
- MS Word
- Excel
- Electronic scheduler
- General office equipment
- Internet browser
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