Job Description

Company Overview

Be a part of Polycultural Immigrant and Community services! Founded in 1993, Polycultural is dedicated to hosting an open and inclusive environment for all. We are a multicultural melting-pot perfectly reflecting Canada's diversity. We are like a family, have a culture filled with care and genuine connection with a very inclusive environment for all. With a diverse range of programs and services, we help individuals and families build a brighter future in Canada. Serving clients from over eight different locations across the GTA and Orangeville in more than 20 languages.

Polycultural offers comprehensive benefits including employer paid Extended Health and Dental, RRSP match, Employee Assistance Program (EAP), and WorkPerks!

Summary

The Polycultural Reception Centre is designed to provide immediate and essential services to Government Assisted Refugees (GARs), during the initial period after the refugees arrive in Canada, with the focus of equipping GARs with accommodation and daily necessities, knowledge, skills and abilities as well as connections with broader community to live safely and independently.

Reporting to the Program Manager, this role requires a candidate who is tech-savvy, pays great attention to detail, and has excellent time management and organizational skills. The ideal candidate should demonstrate a high level of professional maturity and judgment and has the ability to identify/anticipate the needs of the program's team and clients. The primary responsibility supporting new arrivals by coordinating intake procedures, ensuring clients have smooth transition to the reception center and providing administrative support across multiple program areas.

Responsibilities

Manage official correspondences, both written and verbal to different stakeholders Prepare various materials when requested, using PowerPoint, Word, and Excel Make hotel reservations for clients based on funders' reference and cancellations when necessary. Coordinate with Point of Entry agency and transportation providers to ensure safe and smooth arrival of clients to the reception center. Receive clients arriving from the airport, and complete intake/admission procedures. Responsible for the intake/admission, pre-departure services and check-out of residents ensuring complete documentation. Distribute basic needs, donations, and maintain accurate records of items received and provided. Answer phones and handle general office duties. Inputs cases/information in database systems. Arrange with catering company regarding food delivery. Maintain documentation related to supplies required, purchase orders submitted, service contracts etc. Responsible for petty cash, check supplier invoices, and maintain documentation for supplies, purchase orders, and service contracts. Responsible for inventory of office items and providing them as needed by the staff. Generate daily, weekly and monthly Excel reports on the operation of the RAP center by coordinating with the concerned staff. Ensure accuracy of reporting to support funder requirements and management decision-making. Responsible for maintaining the clients master sheet. Archiving duties. Ability to work as part of a team and under tight deadlines Must be willing and able to work on flexible schedules on an as-needed basis, evenings and weekend work may be required Maintain working relations with agency programs and partner agencies Actively participate in the professional development initiatives Must meet targets set by the Program Manager Acknowledge client needs with respect and empathy Perform any other related duties as required

Requirements

Degree or diploma in Administrative Services, Social Services or Counselling and at least three years' experience working with immigrant communities or a combination of experience and education. Knowledge of immigration and refugee services, GTA-based programs, agencies, and issues facing newcomers Expert proficiency in Microsoft Office and databases Excellent written and verbal communication, as well as good facilitation skills Possess outstanding problem-solving skills Ability to communicate clearly and concisely (verbal and written) Must possess the skills to maintain the highest level of professionalism when speaking with clients/stakeholders Ability to operate independently and collaboratively with a strong dynamic working style Good understanding of group dynamics and employee/employer principles Flexible and results-oriented approach to work within a relatively structured environment with multiple sites Demonstrate ability to build relationships and quickly gain credibility Ability to maintain strict confidentiality and handle sensitive employment issues Good analytical and critical thinking skills combined with common sense Proven time management and organizational skills to manage competing priorities

Other requirements

A satisfactory Vulnerable Sector Police Check (completed when offer is made)
If you are passionate about making a difference in the lives of individuals and families within our community, we invite you to apply for the Intake Worker position at Polycultural Immigrant & Community Services today!

Important Notice to Job Applicants

We strongly advise all applicants to apply for positions only through official and verified channels. Please ensure you are using legitimate links--either from our official website or trusted job platforms. Avoid third-party links or unsolicited messages and never share personal or financial information outside of secure, authorized application portals.

Polycultural reserves the right to post internally and externally.

In support of persons with disabilities, Polycultural asks job applicants with disabilities who require accommodation in the recruitment and selection process, to please advise Human Resources, if contacted for an interview/testing, so that suitable accommodation can be arranged. (In compliance with AODA, 2005, Integrated Accessibility Standards). If you require assistance in sending your resume due to a disability, please contact Human Resources directly.

We thank everyone for their interest in Polycultural; however, only those selected for an interview will be contacted.

Polycultural Immigrant & Community Services hires based on merit and is committed to employment equity.

No phone calls please.

Job Type: Full-time

Pay: $24.74 per hour

Expected hours: 40 per week

Benefits:

Dental care Disability insurance Employee assistance program Extended health care Life insurance On-site parking Paid time off RRSP match Vision care
Work Location: In person