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Reception/Scheduler, Career Opportunity in Coquitlam, British Columbia

Job description

Position Summary

Reporting to the General Manager, the Receptionist will be responsible for all aspects of reception and office procedures.

Responsibilities

Include but not limited to;

  • Arranges shift coverage for short calls absences (less than 24 hours’ notice); filling the vacancy following established facility guidelines/procedures. Arranges coverage for longer term planned absences (leave of absences, vacations, vacant positions).
  • Works with/reports to General Manager/Director of Care regarding any unfilled shifts.
  • On a periodic basis, reviews with General Manager/Director of Care the casual call in list and any concerns regarding staff availability.
  • Organizes and maintains the functions of the reception desk.
  • Greets and communicates with all residents, guests, staff, volunteers, and visitors in the facility in a courteous and professional manner.
  • Answers and transfers all telephone calls in a pleasant, friendly, and helpful manner. Takes message if necessary. Ensures a return call (to caller) if person is not available.
  • Coordinates shift coverage due to short calls (less than 24 hours’ notice); thereby, filling the vacancy (due to sick calls, etc); as required. Following established facility guidelines/procedures.
  • Follows policies and procedures of the facility.
  • Assists other departments in an administrative capacity, (recreation calendar, monthly newsletter etc).
  • Responsibility for the booking of any rooms for meeting/training.
  • Performa all other duties as required.

Qualifications   

  • Grade 12 education.
  • Graduation from a Secretarial/Administration program.
  • 2 years recent related experience or an equivalent combination of education, training or experience.
  • Computer literate with intermediate or advanced Excel and Word.
  • Excellent written and oral communication skills.
  • Customer service oriented; interest/passion working with seniors.

SKILLS AND ABILITIES:

  • Ability to type 45 wpm.
  • Ability to plan, organize and prioritize.
  • Knowledge of general office procedures.
  • Ability to manage high volume of work and manage several tasks at once.
  • Ability to work independently and in cooperation with others.
  • Ability to demonstrate tact, diplomacy, empathy, patience and concern in providing quality services to residents.
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