Full Time Reception and Office Support Staff

Labour Sponsored Community Development Group

Internal Employment Opportunity

Position Available:
Reception and Office Support Staff- 1 Full-Time Position
Program:
LSCDG- Administration
Head Office:
Housing Information Services 3450 Ypres Avenue, Suite #200 Windsor, ON, N8W 5K9
Start Date:Immediate
Work Week:9:00 am - 4:30 pm, Monday - Friday

This role requires flexibility in working weekends and holidays as required by the program.

Location:
Housing Information Services 3450 Ypres Avenue, Suite #200 Windsor, ON, N8W 5K9

Rate of Pay:
$21.50 probationary wage, with increases up to $23.50 after successful completion of probationary period.
Job Summary
Under the direction of the Administrative Team, the Reception and Office Support Staff supports the effective and efficient operation of the main office by providing front-line reception, clerical, administrative, and program-related support.

Qualifications
See Job Specifications outlined below.
How to Apply
Interested persons must submit a letter of intent to:

HiringManagers

Dana [email protected]

Sukhman [email protected]

Reception and Office Support Staff Requirements
Reports To:
Executive Director, Board of Directors, and/or Administrative Team
Job Description:

The Reception and Office Support Staffprovides front-line reception, intake, clerical, and administrative support to LSCDG and its related programs, including Housing Information Services. This position supports the daily operation of the main office by responding to inquiries, maintaining records, supporting staff, and completing general administrative tasks in accordance with agency policies, procedures, timelines, and legislative requirements.

As a primary point of contact for individuals contacting or attending the office, the incumbent is responsible for greeting and directing visitors, responding to incoming calls and emails, supporting general intake and Keep the Heat intake processes, completing required follow-up, processing mail, sorting and organizing documents, monitoring office supplies, assisting with meeting arrangements, and completing program-related clerical duties.

The incumbent must communicate effectively and professionally while completing duties with minimal supervision. The successful candidate will demonstrate accuracy, sound judgment, discretion, confidentiality, initiative, and the ability to manage competing priorities in a fast-paced office environment while handling client, tenant, staff, program, and organizational information appropriately.

Reception and Client Service

• Serve as a first point of contact for individuals contacting or attending the office.
• Greet and direct clients, tenants, staff, community partners, and visitors in a professional manner.
• Respond to incoming calls, emails, and general inquiries, and direct individuals appropriately.
• Receive, document, and relay messages accurately and in a timely manner.
• Maintain a professional, organized, and welcoming front-office environment.
  

Intake and Program Support

• Support Keep the Heat intake processes by collecting information, documents, and completing follow-ups.
• Support program-related clerical tasks, including document tracking and file preparation.
• Bring forward urgent, incomplete, or complex matters to the appropriate staff member or designate.
• Maintain confidentiality when handling client, tenant, program, and organizational information.
  

Administrative and Document Support

• Provide clerical and administrative support across LSCDG and related programs, including HIS and KTH.
• Prepare, organize, file, scan, upload, and maintain correspondence, forms, records, and other documents.
• Sort and process incoming documents, mail, and related materials to ensure information is filed appropriately.
• Complete data entry and maintain accurate administrative records.
• Support internal communication, administrative requests, and time-sensitive tasks as required.
• Complete other administrative duties as assigned.
  

Office Operations and Supplies

• Support the day-to-day operation and organization of the main office.
• Monitor office supplies and assist with ordering, restocking, and inventory as required.
• Assist with work orders and ensure related documentation is completed accurately and directed appropriately.
• Support the organization of shared office spaces, office equipment, and administrative materials.
• Identify office-related concerns, supply needs, maintenance items, or administrative issues requiring follow-up.

Education & Skills
Post-secondary education or a certificate in Office Administration, Business Administration, Communications, or a related field is preferred. An equivalent combination of education, training, and relevant reception, clerical, customer service, or administrative experience may be considered.

Work Experience

• Demonstrated ability to work independently and within a team environment in a fast-paced front-office setting.
  
• Must be able to manage competing priorities, maintain confidentiality, complete work accurately and in a timely manner, and communicate professionally with clients, tenants, staff, community partners, and other stakeholders.
  
• Experience providing reception, clerical, intake, or administrative support, including responding to inquiries, maintaining records, completing data entry, organizing documents, and supporting general office operations, is required.
  
• Knowledge of non-profit administration, housing-related programs, social services, or community agencies in Windsor-Essex is considered an asset.
  
• Ability to speak Arabic or other languages is considered an asset.
  
• Experience supporting document collection, file preparation, intake follow-up, mail processing, office supply inventory, work orders, or program-related clerical tasks is considered an asset.
  
• Experience and working knowledge of Microsoft Office, Excel, Outlook, SharePoint, digital filing systems, internet-based platforms, administrative databases, and standard office equipment is required.
  

Certifications and Other Requirements:
Criminal Reference and Vulnerable Sector Checks required.

Must have reliable and effective transportation as required for work-related duties.

Work Related Abilities
Policies and Procedures:Adheres to all organizational policies and procedures and supports recommendations for administrative improvements where applicable. Carries out routine operations in a manner consistent with established agency practices, accurately documents work activities, and brings forward issues requiring review or follow-up.
Handle Multiple Tasks / Requests:Able to manage frequent changes, competing priorities, delays, and a high volume of requests while maintaining accuracy, professionalism, and timely completion of written and administrative tasks.
Spoken and Written Communications:Able to clearly present information verbally in person and over the phone; in writing and to document activities; to read and interpret written information; comprehend information delivered orally.
Professional Engagement:Able to communicate professionally and effectively with Board members, leadership, staff, community partners, and other stakeholders. Demonstrates discretion, confidentiality, sound judgment, and professionalism when handling sensitive information and supporting internal administrative processes.
Critical Problem Solving:Able to assess complex situations and develop effective, practical solutions within each context. Capable of making sound decisions under pressure, prioritizing tasks, and employing critical thinking to navigate immediate challenges.
Relevant Work Environment
The workweek will be a minimum of 37.5 hours, including availability and flexibility for evening, weekend, and statutory holiday work as required.
The role may involve physical activities such as walking between different areas of the facility, standing, bending, lifting materials up to a certain weight limit, sitting at a computer workstation for extended periods, and other tasks that require mobility within the facility.
Disclaimer
The job specifications indicate the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent.
The incumbent may be required to perform other duties as assigned. Responsibilities may be adjusted at any time based on program needs, operational requirements, and direction from management.
Accessibility
Housing Information Services is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes. If contacted for a job opportunity, please advise the hiring manager of any accommodations needed to ensure you have access to a fair and equitable process. Information received relating to accommodation measures will be addressed confidentially.