Welcome Desk Administrator

YWCA Calgary - 9 Jobs

Calgary, AB

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Posted today

Job Details:

Full-time

Management

Benefits:

Paid Time Off

The Welcome Desk Administrator provides support for YWCA's Hub facility reception (Welcome Desk), organizational administrative support and day-to-day customer relations. This role is the face of the YWCA Hub facility and creates an environment of professionalism, customer service, community, guest and participant support.

This is a full-time position working 37.5 hours per week, generally Monday to Friday from 8:00 a.m. to 4:00 p.m.. Occasional evening and weekend work may be required. This role is primarily office-based at the YWCA Hub.

WHAT WE OFFER

Truly rewarding work; contribute to lasting, positive change for individuals and our community
A supportive team environment and opportunities for professional development
Comprehensive benefits including an employee assistance plan
Paid time off (for eligible roles; prorated based on start date) includes:
- 3 weeks of paid vacation
- 6 personal days
- 12 sick days
- A paid day off to celebrate your birthday

WHAT YOU'LL DO

Demonstrates exceptional customer service and service delivery at all times, supporting the day-to-day operations of the YWCA Calgary Hub facility
Support program participants, visitors, fitness members, rental customers, employees and volunteers in person, on the phone or through email
Create a welcoming experience and provide accurate, timely, professional and consistent information that meets current processes of YWCA Hub Welcome Desk and all program and support areas
Respond to and direct phone calls and service requests received by YWCA in a courteous, professional manner, while respecting diversity, confidentiality, and privacy
Maintain a current understanding of programs and services provided by YWCA Calgary and be able to provide accurate information for all enquiries
Receive and sort mail, ensuring appropriate teams or individuals are notified of all deliveries in line with YWCA processes
With the support of Sr. Community Engagement Coordinator and working collaboratively with Communication Administrator ensure effective use of all systems that support operations of YWCA Hub welcome desk, community spaces and Fitness Centre
Support member management activities including new member setup, payment processing, responding to membership inquiries, database management, and financial reporting
Work collaboratively with Welcome Desk Volunteers to prepare and set up rental spaces; manage calendar bookings; storage and equipment oversight; and ensure effective, customer-focused operations of all spaces are addressed in a timely and efficient manner
Working closely with the Communications Administrator to ensure the customer engagement cycle is properly maintained, including contracts, invoices, receipts, payment processing, and reporting

QUALIFICATIONS

Diploma or certificate in Business Administration is considered an asset
Two to four years of experience in an administrative and/or reception role

WHAT YOU'LL BRING

Experience providing customer service over the phone and in person
Highly professional presentation in all areas of work including strong communication skills
Strong organization and attention to detail
Intermediate level experience in Microsoft Office suite of products; Adobe Acrobat; and skill in database management, data entry and reporting

If you want to change lives, we want to hear from you.
Deadline: until a successful candidate is found
Apply today by submitting your resume, cover letter, and salary expectations.
Check out our website for more information about YWCA Calgary: www.ywcalgary.ca

YWCA Calgary is committed to providing an equitable, diverse, and inclusive workplace where all employees, volunteers and clients feel valued and respected, whatever their race, religious beliefs, colour, gender, gender identity, gender expression, sexual orientation, disability, age, ancestry, or place of origin.

Privacy statement: Personal information is managed in accordance with Alberta's Personal Information Protection Act (PIPA) and other applicable laws and we are committed to safeguarding your personal information. During the recruitment process personal information is collected for the purpose of people practice management. Privacy inquiries can be directed to the attention of the Privacy Officer at [email protected].

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Frequently Asked Questions

What are the typical work hours and where is this Welcome Desk Administrator role based?

This is a full-time position based primarily at the YWCA Hub in Calgary, AB, working 37.5 hours per week, typically Monday to Friday from 8:00 a.m. to 4:00 p.m., with occasional evening and weekend work as required.

What responsibilities does the Welcome Desk Administrator have at the YWCA Calgary Hub?

The role supports day-to-day operations, provides exceptional customer service, assists program participants, visitors, and staff, manages inquiries, handles mail, supports member management and bookings, and collaborates to ensure efficient, customer-focused operations of all spaces.

What benefits and time-off does this position offer?

The role offers comprehensive benefits including an employee assistance plan, and paid time off consisting of 3 weeks of vacation, 6 personal days, 12 sick days, and a paid birthday day off (prorated based on start date for eligible roles).

What qualifications are preferred for the Welcome Desk Administrator role?

A diploma or certificate in Business Administration is considered an asset, with two to four years of experience in administrative or reception roles.

What skills are important for success in this role?

Strong customer service experience, professional presentation, excellent communication, strong organization and attention to detail, and intermediate proficiency with Microsoft Office, Adobe Acrobat, and database management, data entry, and reporting.

What types of tasks involve member management and space bookings?

You’ll support member management activities including new member setup, payment processing, membership inquiries, database management, and financial reporting, and work with Welcome Desk Volunteers to manage rental spaces, calendar bookings, and equipment oversight.

How does the organization describe its culture and what should applicants know about the role’s environment?

YWCA Calgary emphasizes an equitable, diverse, and inclusive workplace where all staff, volunteers, and clients are valued and respected, and the Welcome Desk Administrator helps create a welcoming experience with professional, courteous service.