JOB SUMMARY

Reporting to Associate Director Human Resources, this role acts as the initial point of contact for employees, community members and stakeholders of PHS Community Services Society. The Office Receptionist and Assistant is responsible for ensuring the smooth and efficient operation of the office by managing administrative tasks, coordinating office activities, and supporting staff. This role involves overseeing office supplies, handling communication and correspondence, scheduling meetings, and assisting with HR functions and employee services. The Office Receptionist and Assistant will work closely with management and other departments to maintain an organized and productive work environment, ensuring that day-to-day operations run seamlessly. As a member of the HR team, this role requires sound judgment and discretion in managing confidential and sensitive information related to employee records, staff performance, workplace incidents, investigations into staff conduct and operational matters. Strict confidentiality is required at all times.

QUALIFICATIONS / EXPERIENCE

· High school diploma or equivalent
· 2+ years of experience in office administration or a related role.
· Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
· Excellent communication skills, both written and verbal.
· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic office software.
· Strong attention to detail and problem-solving abilities.
· Ability to maintain confidentiality and handle sensitive information.
· Professional demeanor with a customer-service oriented attitude.
· Strong interpersonal skills with the ability to work effectively across teams.
· Knowledge of office equipment (copiers, fax machines, phones) and basic IT troubleshooting.

The job includes, but is not limited to, the following:
· Serves as the first point of contact for visitors and guests, greeting them professionally and directing them to the appropriate personnel.
· Oversees the day-to-day operations of PHS Head Quarters, ensuring the office environment runs smoothly, including inventory and supplies management, facility maintenance coordination and vendor management, and arranging for repairs when needed.
· Assists with managing the calendars and schedules for HR and Operations team members, arranging meetings, preparing agendas, taking meeting minutes, and ensuring follow-up on action items.
· Acts as a central point of communication between departments, ensuring information is shared efficiently and that any issues are escalated when necessary.
· Handles incoming and outgoing correspondence, including phone calls, emails, and mail.
· Schedules and coordinates boardroom meeting and appointment bookings.
· Assists with the onboarding of new hires, such as setting up workspaces, and coordinating orientation schedules. Similarly, helps with offboarding processes.
· Assists with other HR and Operations related administrative tasks as assigned.
· Maintains organized and accessible filing systems (digital and physical) for HR and Operations, ensuring documents are up-to-date and confidential information is securely stored.
· Takes on ad-hoc projects like organizing office reorganizations, optimizing office workflows, or gathering feedback on administrative processes for improvement.
· Provides administrative support to the Occupational Health and Safety Team as required.
· Ensures compliance with organization policies and procedures.
· Other related duties as assigned.