Position title: Support Services Representative (Reception)
Competition file number: 2025.08.13 Support Services PT
Department: Human Resources & Administration
Reports to: Human Resources Manager
Job type: Part-time
Hours of work: Days, Evenings and Weekends. Hours vary with operational needs, between 18 & 30 hours per week.
Location: In Person - Providence Village, 1200 Princess St., Kingston, Ontario
Compensation: $21.05 per hour, plus 4% in lieu of vacation
Closing date: Friday, August 22, 2025

ABOUT US

Providence Village is an independent not-for-profit charitable organization that is building a community hub. Providence Village supports the retirement living and care of the Sisters in residence, and is developing the buildings and grounds to realize the vision of a neighbourhood of people helping people.
Providence Village is both a home and a welcoming community where our partners provide complementary care and services to support the health and wellness needs of people living in Kingston, Frontenac, Lennox and Addington.

POSITION SUMMARY

The Support Services Representative (Reception) provides essential front-line support to the operations of Providence Village. This role ensures that residents, visitors, partners, and community members are greeted and assisted in a professional and courteous manner. The Representative maintains a safe and respectful environment, facilitates communication between departments, and supports the privacy and well-being of the Sisters in residence.
Success in this role requires well-developed interpersonal communication skills, a solution-oriented outlook, and strong computing abilities. The Representative must be able to multitask effectively, respond to inquiries with professionalism, and collaborate closely across departments ensure smooth daily operations.

QUALIFICATIONS AND EXPERIENCE:

• Minimum 1 year of experience in a client service and/or administrative support role.
• Strong client service orientation with excellent interpersonal communication skills.
• Proven ability to multi-task, prioritize, and problem-solve in a dynamic environment.
• Proficient in Microsoft Office Suite and general computing skills.
• Ability to work collaboratively across departments
• Must be punctual, dependable, and flexible to work days, evenings, weekends, and holidays.
• Proof of immunization, Vulnerable Sector Check, and CPIC are a condition of employment

KEY RESPONSIBILITIES:

• Greet and direct visitors, residents, and partners in a courteous and professional manner.
• Respond to public inquiries on behalf of Providence Village and its representatives.
• Maintain workplace security by issuing, checking, and collecting visitor badges and maintaining logs.
• Receive and distribute incoming calls, messages, deliveries, and packages.
• Monitor and report safety issues or incidents; maintain accurate logs.
• Book travel arrangements for the Sisters as needed.
• Coordinate office supply ordering and inventory.
• Manage rental space bookings for community use from end to end, including responding to inquiries, contract review and approval, room scheduling, setup coordination & tear-down, and preparing reports to finance department.
• Organize meeting room bookings and respond to internal room requests, coordinate room set-up and tear down with facilities staff.
• Perform general administrative duties including data entry, record keeping, document creation and schedule coordination.
• Uphold confidentiality and demonstrate professionalism in all interactions.
• Respond to emergency phone calls and follow prescribed procedures in the Fire Safety Plan and Emergency Response Plan
• Work in compliance with the Occupational Health & Safety Act and related policies.

At Providence Village, you’ll be part of a mission-driven workplace where your work makes a meaningful impact in our community. Our values of compassion, integrity, inclusion, stewardship and collaboration guide everything we do, from establishing partnerships to developing employees.

• We believe that an equitable workplace fosters innovation, collaboration and success.
• We are located in a beautiful historic property in Kingston, Ontario with accessible green spaces.
• Our team is committed to driving positive change in the community we serv