Office Administrator and Receptionist

Office Administrator & Receptionist

THE OPPORTUNITY:

Are you highly organized, detail-oriented person who is a critical thinker for all things office administration? Are you someone who thrives on speaking with others and making a positive and helpful impact to those you encounter daily? If so, London Health Sciences Foundation (LHSF) is seeking applications for a high-performing, motivated Office Administrator and Receptionist
.

A role that is vital to the smooth running of our organization, the Office Administrator and Receptionist is responsible for representing the brand in a positive and welcoming way for our visitors. In this role, the successful candidate will act as the first point of entry brand ambassador for the organization, ensuring the first impression of all visitors positively reflects on the entire company.

In this role, you truly can make a positive impact for not only the organization, but those you communicate with daily.

The role requires efficient execution of day-to-day office administration functions including support for operations, payroll and various donor and volunteer activities, while also bring a proactive, continually improving attitude towards exceptional customer and donor experience on behalf of LHSF.

Not only will this successful candidate manage reception and meet and greet visitors, but they will also proactively seek out solutions for any problem that may arise within this portfolio. In this role, the successful candidate would be responsible for reception coverage; greeting visitors, donors and volunteers in a professional manner and will thrive in their excellent verbal and written communication skills with others.

The successful candidate’s high attention to detail will continually improve and enhance the LHSF’s front desk capabilities. The successful candidate will ensure office support services to the Foundation, including data entry, payroll coding and HR assistance, mail and courier handling, facilities repair requests, ordering office supplies, ensuring office equipment is functional and assisting with the coordination of logistics for various meetings and events.

Remote and/or hybrid work arrangements are NOT available for this position.

Chief Operating Officer

• Successful completion of post-secondary education degree or diploma
• Minimum 3-5 years of experience in professional office environment which includes office administration, operations and facilities
• Excellent customer services skills
• Highly organized, detailed oriented and ability to problem solve
• Highly proficient in a broad range of software applications including Microsoft Outlook, Word, Excel, Teams, Raiser’s Edge NXT and Work Brain
• Ability to work independently and effectively on a variety of priority projects with competing deadlines with a high degree of accuracy
• Excellent interpersonal and communications skills, both written and verbal
• Ability to interact effectively with all levels of the organization/members of the public and the ability to maintain confidentiality
• Must be articulate and confident in communicating over the telephone and in person
• Ability to operate common office equipment with proficiency

(not in priority order or percentage of time)

• Coordinate the purchasing of Foundation office and kitchen supplies; administer the central office supply system to be expensed by Cost Centre
• Ensure common office equipment is functional and check for adequate supplies of paper and toner at all times
• Daily reporting of staff absences for HR/payroll purposes ensuring Work Brain is correctly coded
• Manage boardroom bookings by informing staff of other meeting times to avoid overlap
• Assist Executive Assistant with the onboarding of new staff

• Ensure opening and closing procedures are completed daily
• Ensure all inquiries on the telephone, in person, and electronically are greeted professionally and handled and/or directed appropriately
• Ensure main phone message system is updated as required and messages are checked regularly and responded to, or forwarded to the appropriate staff member
• Receive,…