Front Desk Assistant (Montréal)

Job Title: Front Desk Assistant (Montréal)

Location: Montréa l, QC ( Detailed office location information can be found by visiting this link: https://cancer.ca/en/contact-us )

Work Model: (Please choose a work model, Hybrid Work Model OR In-person work model)

Salary Band: 1 ($47,000 - $54,000 CAD)

WHY JOIN THE CANADIAN CANCER SOCIETY (CCS)?

The Canadian Cancer Society works tirelessly to save and improve lives. We raise funds to fuel the brightest minds in cancer research. We provide a compassionate support system for all those affected by cancer, across Canada and for all types of cancer. Together with patients, supporters, donors and volunteers, we work to create a healthier future for everyone. Because to take on cancer, it takes all of us. It takes a society.

Help us make a difference.

COME AS YOU ARE

At CCS, we embrace everyone’s uniqueness and recognize the strength that lies in differences. We believe in the power of our collective potential and strive to achieve a more diverse, inclusive, and equitable workplace to empower and create opportunities for all. We welcome and encourage applications from all qualified candidates regardless of their gender, age, religion, race, ethnicity, and nationality. Particularly equity deserving groups, such as members of the BIPOC, and 2SLGBTQI+ communities, people living with disabilities, veterans, and anyone who may contribute to the further diversification of the Canadian Cancer Society. Together we unite and inspire all Canadians to change the future of cancer.

Job Overview

The position will be a key member of the Facilities and Lodge teams, supporting front desk reception and administrative roles and being the first point of contact for lodge clients, visitors, donors, and CCS partners.

The position will support lodge and office building operations and other CCS departments as required with the coordination of events, meeting room bookings for external partners, parking, and other related office/lodge operations.

What You’ll Be Doing

1 Accountable for providing and coordinating front desk-related responsibilities

• Portray a positive first image of the Canadian Cancer Society by answering and transferring calls & receiving visitors, staff, and lodge clients in a timely and professional manner.
• Promptly greets clients/guests when they enter the reception area and inform the appropriate person or department of their arrival.
• Assists Facilities with maintaining the reception, front desk, and other areas as required to ensure a professional appearance is always portrayed.
• Manages sign-in/security procedures at the front desk for visitors and temp staff; maintains and updates Key records in security software application.
• Answering questions related to the office and the Lodge (hours, services, etc.).
• Manages reception (front desk assistant or volunteer). Desk must be manned 100% during office hours.
• Manages general Front Desk email inbox and forwards to relevant departments or staff.
• Acquires in depth knowledge of phone and voicemail systems.
• Assists staff in preparing outgoing couriers as required and receives incoming couriers & sorts of mail.
• Maintains the key box for signing out CCS Keys, Service Keys and other resources managed by the Facilities Department.
• Supports CCS partners with event and meeting coordination, booking of meeting rooms in the CCS internal booking software, and other onsite workspace requirements
• Manages CCS Shared/Bookable resources required outside the booking software (rooms, event materials, parking, etc.) via Outlook or another program. Ensures items are returned at the end of booked period in good order.
• Coordinates the parking requirements for visitors.
• Acquires knowledge of CCS programs and services and knows when to refer queries to other departments.
• Maintains an up-to-date reception manual.
• Accepts over-the-counter donations and forwards to Donor Services Department.
• Administrative support duties for office and lodge
• Supports with Lodge outbound communication to lodge clients.
• Schedules daily Lodge guest transportation needs and communicates schedule with assigned volunteer drivers.
• Responsible for dispatching calls to volunteer drivers and coordinating client treatment time pick-ups.
• Supporting the wigs and breast bank program staff lead and volunteers (email inquiries, wig requests, shipments, data entry).
• Coordinates and receives payments for staff meal purchases at Lodge kitchen.
• Ensures that the Fire safety panel log for persons in need of assistance is updated and supports the Lodge and facilities in the event of an emergency.
• Participates in the Health and Safety Committee.
• Handles in-house Lodge client questions (if the CSC or volunteer is unavailable)
• Work directly with volunteers to support the lodge.
• Reconcile monthly credit card statements with supporting documents (i.e., invoices, approved credit card payment request forms, receipts).
• Supports with coding and processing invoices.
• Places order for supplies requested by staff with service providers (e.g., stationery, coffee supplies).
• Provides administrative support for individuals and departments as required.
• Assists with event coordination—including helping with set-up and ordering catering.
• Capable to handle and support events, large meetings or retreats, or any large group of people events/meetings. Provide guests and visitors know where to go and what to expect.
• Actively contribute to our culture of justice, belonging, equity, diversity, and inclusion by ensuring that all staff feel represented and heard regardless of their gender, age, religion, ethnicity, and nationality or race.
• Other administrative duties as assigned.
  
  

Qualifications

• Bilingualism (English and French) is required.
• 3–5years experience in an administration role, and front office public facing exposure with Microsoft Office experience complimented by related diploma.
• Previous experience as a receptionist or Administrative Assistant.
• Skilled in the use of various telephone systems.
• Has the experience in and ability to effectively use SharePoint, Outlook, Word, and Excel, and other web-based programs as required.
• Previous experience of providing training to others (for processes, systems, and phone system training to new staff).
• Ability to sit within workstation for prolonged periods of time.
• Experience in answering and screening calls. Able to quickly gain knowledge of programs and services offered by the Society and to who calls should be referred to.
• Working knowledge of printers, copiers, scanners, and fax machines.
• Ability to work autonomously and collaboratively with all teams.
• Ability to provide or obtain routine information in a pleasant manner.
• Superior communication skills, both verbal and written, with the ability to speak compassionately with bereaved or distressed clients.
• Natural warmth when communicating with the public; positive attitude.
• Ability and willingness to train & support volunteers.
• Ability to multi-task and work effectively under pressure. Able to handle frequent interruptions from guests, volunteers, and staff.
• Ability manages time & assigned work in a Front desk environment.
• Ability to report to work regularly and on time.
• Detailed oriented and organized.
• Strong customer service, communication, and interpersonal skills.
• Excellent attention to detail and analytical skills.
• Ability to maintain the confidentiality of sensitive information.
• Excellent communication skills including the ability to write clearly and succinctly in a variety of communication settings and styles; communicate with technical and non-technical users.
• Experience working in a team-oriented environment.
  
  

What You Can Expect From Us

CCS offers meaningful opportunities to help make a difference in the lives of Canadians with cancer, their caregivers, families and communities. We are committed to building and nurturing an inclusive community for our employees by highlighting their unique experiences. We value diverse skills and strongly encourage applications from all qualified candidates. CCS is committed to fostering a culture that is inspiring, supportive and exemplifies our core values:

COURAGEOUS UNITED CARING RIGOROUS

In return for your skills and dedication, we offer an attractive compensation package that encompasses a competitive salary, excellent benefits, which include paid parental leave, paid family sick time and health insurance, and the opportunity to have a rewarding employment experience where your contributions can make a true difference every day.

How To Apply

Qualified candidates are invited to submit their resume, cover letter and salary expectations by December 04th, 2024.

We thank all candidates for their interest and advise that only those selected for an interview will be contacted.

Other Information

CCS is committed to employment equity and encourages applications from all qualified candidates. In accordance with the local provincial Accessibility Act, accommodation will be provided as requested throughout the recruitment process. We want to make the interview process a great experience for you!

Please note that in keeping with the mandate of CCS to model and promote healthy lifestyles, employees are not permitted to smoke in or about CCS premises or while carrying out CCS business.

Privacy Disclosure

We collect your personal information through forms, by phone or in person to evaluate your candidacy for the role(s) you have applied for, to contact you regarding your candidacy, and to generate recruitment-related reports. If selected for a position at CCS the information provided will be used for the purposes of pre-employment checks and added to your employee file.  We may share your personal information with third parties, including recruitment consultants, within or outside your province or territory or outside Canada to carry out the purposes identified above, or as required by law.  We may contact you by mail, email, phone or text. You can exercise your right to access your information or have it corrected, unsubscribe from communications or withdraw your consent by selecting these options within the ADP system, or by contacting [email protected] . For more information about our privacy practices, visit cancer.ca/privacy.

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