Job Description

OVERVIEW

The Receptionist (Administrative Support) serves as a key support resource for the Hospitality & Guest Services team and the City Centre Park leadership team, contributing to seamless and efficient daily operations. Reporting directly to the Hospitality & Guest Services Manager, this position is responsible for delivering high-quality administrative and customer service support to both internal staff and external visitors. The role ensures the smooth and efficient functioning of front-line services by managing a variety of clerical, organizational, data entry, and communication tasks with professionalism and attention to detail.

In addition, this position is responsible for overseeing the customer service desk at Eagle Ridge Community Centre. The role serves as the primary point of contact for customers, providing front-line support and ensuring a positive first impression for guests. This role is also responsible for cultivating a welcoming and efficient environment by promoting customer service excellence, addressing inquiries and concerns promptly, and ensuring that operational procedures are consistently being followed.

TYPICAL DUTIES AND RESPONSIBILITIES:

Act as the first point of contact for all visitors, clients, and staff, providing a welcoming and approachable presence at the front desk and reception area.

Manage all incoming and outgoing communications, including mail, emails, and phone calls, by sorting, prioritizing, and responding or redirecting inquiries as appropriate. Ensure timely delivery and follow-up, maintain professional tone and accuracy in all correspondence, and uphold confidentiality and responsiveness in interactions with internal and external stakeholders.

Assess visitor needs and promptly guide individuals to the appropriate area within the complex or connect them with the relevant staff member to ensure timely and effective assistance.

Address routine questions, concerns, or complaints with empathy and professionalism, resolving issues when possible and escalating more complex matters to the appropriate manager for follow-up.

Prepare, format, and distribute a variety of internal and external documents, reports, and correspondence, ensuring accuracy, clarity, and consistency in presentation. This includes drafting routine communications, compiling data for reports, proofreading for grammar and style, and adhering to organizational branding and confidentiality standards.

Maintain well-organized and up-to-date filing systems - both digital and physical - for records, reports, and confidential documents, ensuring secure storage, easy retrieval, and compliance with organizational policies and privacy regulations.

Organize and maintain supply inventories by monitoring stock levels, anticipating needs, and coordinating timely replenishment.

Review and oversee the facility bookings calendar to ensure all scheduled bookings and rental groups are managed effectively.

Process point-of-sale (POS) transactions at the front desk, including handling payments, issuing receipts, and managing cash, credit, and electronic transactions with accuracy and efficiency.

Foster effective communication and collaboration with internal departments and external stakeholders to align efforts and support organizational objectives.

Work closely with team members to contribute to the successful execution of projects and initiatives, ensuring shared goals are met through coordination, problem-solving, and proactive support.

Serve as a team lead for the Customer Service team at Eagle Ridge Community Centre, providing guidance, support, and oversight to ensure high-quality service delivery.

Provide comprehensive administrative support to members of the leadership team by assisting with a variety of tasks, including preparing documents and reports, data entry, and a variety of other tasks. Must be able to adapt to shifting priorities, while collaborating across departments to ensure timely and efficient execution of leadership initiatives.

Complete other tasks and duties, as assigned.

REQUIREMENTS

Post-secondary education in office administration, business management, or a related field is considered an asset.

Proven experience in an administrative or office support role is considered an asset.

Proficiency in Microsoft Office Suite (Word, Excel).

Strong written and verbal communication skills.

Excellent organizational and time-management abilities.

Ability to handle confidential information with discretion.

Attention to detail and accuracy in data entry and documentation.

Comfortable working independently and collaboratively in a team environment.

Must possess a professional demeanor and customer service orientation.

Ability to prioritize tasks and manage multiple deadlines.

Flexibility to adapt to changing priorities and work environments

Strong problem-solving skills and a proactive approach to tasks

WORKING CONDITIONS

This role emphasizes active, hands-on engagement with both customers and staff in a dynamic and community-focused environment. The position is primarily situated at a computer workstation within a multifaceted recreation complex, requiring frequent interaction with patrons, team members, and facility partners. In addition to administrative and desk-based tasks, the role involves regular movement throughout the centre to monitor service areas, support staff, and respond to operational needs as they arise.

The work environment can be fast-paced and requires adaptability, strong interpersonal skills, and the ability to manage multiple priorities simultaneously. Occasional evening and weekend shifts may be required to align with facility hours and programming schedules. The role may also involve light physical activity, such as setting up workstations, handling promotional materials, or assisting with minor on-site logistics.

DISCLAIMER

This description has been designed to indicate the key responsibilities of the job and the nature of the work performed by this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and tasks required of employees assigned to this job.

Job Types: Full-time, Part-time

Pay: $21.00-$25.00 per hour

Benefits:

Casual dress Store discount
Work Location: In person