Client Service Representative

Key Responsibilities:

Administrative and Operational Support

• Verify client visits using AlayaCare software and ensure data accuracy.
• Process and verify documentation related to the Home at Last (HAL) program.
• Provide phone and front desk support at the main office.
• Perform general administrative duties including filing data entry document preparation and record maintenance.
• Manage mileage approvals for staff and volunteers.
• Support timecard adjustment forms as required ensuring accuracy and appropriate approvals.

Health Safety and Workforce Support

• Support PPE ordering tracking and distribution to ensure staff and volunteer safety.
• Assist with mask fit testing coordination and related administrative tracking.

Quality Improvement and Client Experience

• Support organizational quality improvement initiatives.
• Conduct followâup calls to clients to collect Net Promoter Score (NPS) feedback.
• Compile track and report client feedback and findings to support service improvement and reporting requirements

Purchasing Inventory and Facilities Support

• Coordinate purchasing of office supplies PPE and operational materials.
• Submit purchase order requests in accordance with organizational processes.
• Maintain the office storeroom including organization cleanliness and stock rotation.
• Monitor inventory levels and proactively manage stock replenishment.
• Complete grocery orders for sites and food and refreshment orders including orders to support internal meetings trainings and organizational events.

Accounts Receivable and Billing

• Receive record and reconcile client payments and donations.
• Monitor and manage outstanding statements and past due receivables.
• Implement and maintain accounts receivable processes and documentation.
• Onboard clients to automated billing systems and provide related support.
• Process online payments and conduct regular bank deposits.
• Manage collections and recovery of overdue accounts.

This is a general list of duties and may not represent a comprehensive list. Other duties may be assigned as required

Qualifications Knowledge Skills and Other Abilities:

• Post-secondary education in Business Administration Office Support Finance or a related field or equivalent work experience.
• Minimum of two (2) years of experience in office administration accounts receivable billing or operational support
• Proficiency in Microsoft Office Suite and financial or administrative software.
• Familiarity with AlayaCare or similar client management systems is considered an asset.
• Strong organizational skills with demonstrated ability to manage inventory and multiple competing priorities.
• High attention to detail and accuracy.
• Excellent communication and interpersonal skills including comfort with client follow up calls.
• Ability to work independently and collaboratively in a fast-paced environment.

Working Conditions:

Reporting to the main office in Orillia this role requires in-person attendance and may involve occasional travel to client site locations the bank events and other local locations depending on organizational needs. The candidate must be adaptable and willing to handle a variety of tasks as needed.

Standard Business Hours with Flexibility to work occasional evenings/weekends for events trainings or meetings.

Other Considerations:

Due to the changing nature of the Organizations role and relationship with funders the duties and responsibilities of this position may change from time to time necessitating the delegation of other related duties within the Organization.

This position is created and maintained within the Organization through program funding through the Government of Ontario. The continuation of this position within the Organization is dependent on continued funding through the Government of Ontario.

Required Experience:

Unclear Seniority