Full Time Administrative Supervisor

The Administration Supervisor provides general administrative support to the daily operations of the front desk/reception area ensuring that all activities are conducted efficiently and professionally. This role involves supporting a team of reception clerks, handling complex inquiries, and maintaining a high standard of customer service.

General

• Mentor a team of receptionists including training and scheduling of front-desk operations.
• Ensure that the reception clerks adhere to company policies, procedures, safety regulations, and confidentiality standards.
• Address and resolve any team related or customer related issues or conflicts.
• Oversee the daily operations of the reception area, ensuring smooth and efficient functioning.
• Manage the workflow of the reception desk, including escalated inquiries and complex issues.

Customer Service

• Provide exceptional customer service to all visitors, staff, and guests.
• Handle and resolve guest complaints or concerns with professionalism.
• Implement and monitor service standards to ensure high levels of customer satisfaction.

Administration

• Manage the reception areas administrative tasks, including scheduling meetings, handling correspondence and maintaining records.
• Support the Retreat and Conference Centre Director at Jackson’s Point Conference Centre in various administrative and operational tasks.
• Handle and reconcile petty cash, prepare bank deposits and send deposit reports to the Regional Accounting Centre (RAC) if requested.
• Perform end of day accounting tasks, audit, reconcile and balance financial activities including data entry.
• Code accounts payable invoices and receipts for processing through Business World and review and process credit card receipts through TEM; generate reports when required.
• Open and distribute mail and process outgoing mail.
• Assist with preparation of promotional materials including presentations, brochures, and flyers.
• Responsible to assist in developing and implementing policies and procedures to improve the functionality and service quality for reception.

Health & Safety

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Ensure that the measures and procedures prescribed (OHSA) are carried out in the workplace and that every reasonable precaution is taken for the protection of the worker and workplace.
• Ensure that proper procedures are followed in the event of a workplace injury or illness, conducting incident investigations as applicable.
• Participate in health and safety related accident and injury investigations as required.

Perform other related duties as required.

Working Conditions:

• This is a permanent full-time position based on 40 hours per week.
• Primarily office-based at the reception area, which may involve sitting for extended periods. This role may require occasional lifting of office supplies or materials.
• Ability to lift/move on a regular basis up to 25 pounds (11.3398 kgs.).
• Some travel up to 10% is required to complete bank deposits etc.

Normal hours of work – hours and work schedule will vary as operational requirements and follows a work rotation schedule and will include days, afternoons, evenings, and weekends.

• Completion of a post-secondary certificate or diploma in Business Administration or Office Management.
• Bookkeeping or accounting courses and credentials are considered an asset.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• A minimum of 2 to 3 years prior experience as a receptionist or administrative professional, including experience in a supervisory role.
• Experience with office equipment (e.g., phones, printers).
• Valid Ontario Class “G” Driver’s License, personal vehicle required and insurance, current copy of driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.

SKILLS AND CAPABILITIES:

• Advanced math and bookkeeping skills.
• Cash handling and credit cards, printing reports and updating invoices.
• Proficient computer skills in using all aspects of Microsoft Office.
• Ability to perform computer-based tasks such as data entry, accounting, word processing, invoicing and billing.
• Excellent verbal and written communication skills, ability to interact effectively with a diverse range of individuals
• Strong customer service orientation with a focus on delivering exceptional customer service.
• Ability to manage multiple tasks efficiently, prioritize responsibilities, and handle interruptions professionally.
• Effective problem-solving skills to address and resolve complex issues.
• High level of accuracy and attention to detail.
• Comfortable using office technology and Microsoft software.
• Friendly and approachable with strong interpersonal skills.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.