Administrative Assistant/ Receptionist

at  Reena

DESCRIPTION

The Administrative Assistant/ Receptionist ’s role responsibilities include a full range of administrative duties and functions including reception coverage, while operating in a professional and respectful manner that promotes the mission, mandate and values of Reena. The responsibilities require independence in planning and organizing in their own areas of responsibility, independently setting work and task priorities to complete tasks by target dates, while maintaining confidentiality of persons with developmental disabilities, tenants, volunteers, staff and agency information at all times.
Reena is committed to promoting diversity, equity, and inclusion in all aspects of our work. We believe that diverse perspectives are essential for addressing complex social challenges effectively. We actively engage with individuals and communities from different backgrounds and experiences to ensure our programs and initiatives are inclusive and accessible to all. By embracing diversity, we strengthen our mission and create a lasting impact on the lives of those we serve.

FORMAL EDUCATION AND EXPERIENCE:

• College Diploma in Office Administration or related field.
• 1 to 2 years experience in administrative role, including reception and customer service duties.
• Basic understanding of individuals with developmental disabilities and experience within the non-profit sector.
• Technologically proficient with the ability to quickly adapt to new programs and databases.
• Intermediate knowledge of Microsoft Office Suite.

INTERPERSONAL SKILLS, RESPECT AND CONFLICT RESOLUTION:

• Excellent communication skills, verbal and written.
• Takes personal responsibility for resolving service issue in a timely manner.
• Produces good results when working with others by displaying tact, cooperation, sensitivity and respect for the opinions and situations of others and their culture.

1) ADMINISTRATIVE RESPONSIBILITIES

• Oversee the daily operations and supervise all LFRR Residential Supervisors, Program Supervisors, and Facility Supervisor.
• Collaborate closely with the Facility Supervisor and Superintendent as needed to address operational requirements.
• Meet with vendors and contractors when the Facility Supervisor requires support for maintenance or service-related tasks.
• Ensure the Facility Supervisor is kept informed about any issues concerning building maintenance and repairs.
• Coordinate and organize events and tours within the LFRR building, ensuring smooth execution.
• Create and develop content for the LFRR information news magazine, keeping residents and staff informed.
• Liaise with security personnel to manage shift changes, late arrivals, and to debrief them on any building-related concerns.
• Prepare and send monthly emails to Residential, Program, and Supervisors to keep them updated on relevant matters.
• Collaborate with Residential Supervisors to organize and coordinate activities for LFRR holiday events.
• Other duties as assigned

2) RECEPTION RESPONSIBILITIES

• Greets all visitors to the building and assists them to their appointment or destination
• Oversees the visitor and staff sign in process, including visitor badges
• Answer phone calls in a professional and polite manner, directing them to the appropriate department or voicemail as needed.
• Liaise with couriers, delivery services, and transportation companies to coordinate necessary shipments and pickups.
• Manage incoming and outgoing mail and faxes, ensuring they are prepared and sorted in a timely manner.
• Provide administrative support to various departments, including faxing, typing, distributing information, and assisting with other tasks as required.

Hours/Shifts: This role requires working during weekends.

• Friday: 4:00 PM to 9:00 PM
• Saturday and Sunday: 9:00 AM to 9:00 P