***INTERNAL APPLICANTS ONLY*** Receptionist - Surrey Newton - Fixed Term
***INTERNAL APPLICANTS ONLY*** Receptionist - Surrey Newton - Fixed Term
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Job Description
Accepting Internal Applications Only
MOSAIC operates on the traditional and unceded Coast Salish Territories the ancestral lands of the swxw7mesh sellwitulh xmkym qiqyt scwan msteyx kikm qicy qa:nn SEMYOME and Matsqui nations where we are privileged to carry out our mission.
WHY YOU SHOULD WORK WITH US:
MOSAICis one of Canadas largest settlement non-profit organizations. Our newcomer services change the lives of immigrants refugees and individuals from diverse backgrounds in Greater Vancouver and throughout BC. Since 1976 MOSAIC has worked to strengthen communities by advocating for positive changes and supporting newcomers in building their new lives in Canada. As an employer we are committed to fostering a diverse and inclusive workplace where employees can trust that their skills and contributions are valued. We advocate for and promote equitable employment opportunities for women Indigenous Peoples people with disabilities persons of diverse sexual orientation gender identity or expression (2SLGBTQI) and racialized individuals. We have been recognized in the2019 List of Best Workplaces in Canada (100-999 employees) the2020 list of Best Workplaces Managed by Womenand2021 List of Best Workplaces in Canada(100-999 employees) by the Great Place to Work Institute. Our employees benefit from many diverse perspectives taking part in training opportunities for career growth.
Today the organization engages and serves over 26000 clients per year at 47 service and community locations in Greater Vancouver through a wide range of high-quality settlement and integration programs including services geared towards youth and family interpretation and translation language and workplace training counselling and employment. As a certified living wage employer and a CARF-accredited organization MOSAIC is among the countrys largest immigrant-serving organizations and enjoys a superb reputation a solid financial position and a hugely compelling mission.
JOIN OUR TEAM!
We are looking for a motivated Receptionist to join our Business Technology & Operations team! Not sure if youre 100% qualified We encourage you to apply anyway!
POSITION FUNCTION:
The Receptionist greets people directs them to the appropriate person or service answers and forwards telephone calls takes messages schedules appointments and performs other clerical duties as assigned.
KEY DUTIES AND RESPONSIBILITIES:
- Telephone and in-person reception duties: screening transferring calls directing visitors personalize telephone sets; use key phrases in responding to calls from non- English/French speakers;
- Respond to inquiries about MOSAIC programs and services; assist prospective clients in filling out forms and enter data into database(s) as needed;
- Maintain front-desk security;
- Ensure visitors sign-in and sign-out;
- Obtain proper identification;
- Prepare sign-in/out sheets for staff and visitors;
- Distribute and keep track of who has keys/door fobs;
- Instruct staff in use of the alarm system and opening/closing procedures for the site;
- Lock and unlock entrance doors and set or disarm alarm system according to schedule;
- Give visiting staff & guests access to and exit from the underground parking lot and ensure that staff & guests parked in guest parking register their vehicle.
- Keep the reception area clean and tidy;
- Care for plants;
- Ensure adequate supplies;
- Ensure brochure racks in reception are full; contact departments for refills when needed.
- Provide administrative support:
- Book appointments meeting rooms and equipment for staff;
- Call courier services handle incoming and outgoing packages and match waybills to invoices;
- Word processing spreadsheet data entry and presentation assignments;
- Prepare internal forms and documents for staff;
- File; collect cash paid for photocopying and pass to Accounting;
- Distribute incoming faxes open post and distribute mail;
- Assist with a variety of clerical/accounting tasks as time permits.
- Order office First Aid janitorial and refreshment supplies; process orders when received.
- Call for trade services (copier plumber locksmith etc.) when instructed by Coordinator or Manager in coordination with the Operations Manager.
- Train replacement receptionists; provide instruction to relief receptionists.
- Instruct staff practicum students volunteers and clients in use of equipment.
- Occupational Heath & Safety:
- Forward incident reports after manager signs-off;
- Ensure first aid kits are complete;
- Assist with internal site inspections as requested;
- Completes documentation for mock responses;
- During mock responses and real critical incidents perform Receptionist duties as per the appropriate scenario document prepared by the Operations Manager or instructions given by the Manager
- Other Duties as assigned by the Manager or Coordinator.
QUALIFICATIONS:
- Knowledge of Office procedures methods and equipment
- Completion of secondary school and post-secondary education in office administration or a combination of experience and training
- Basic mathematical skills
- MS Office suite publishing software
- English communication skills; other languages an asset
- Customer service skills
- Conflict resolution skills
- Ability to take initiative
- Cultural awareness
- Organized and able to set priorities and meet deadlines
- Able to use a multi-line phone
- Pleasant telephone manner
- Ability to multi-task
- Ability to work independently and with a team
- Attention to detail
- Tactful discrete diplomatic patient flexible
- Experience working with an immigrant population and/or diverse cultural backgrounds will be considered an asset
- Current satisfactory Criminal Record Check if required by policy law and/or employment contract
HOURS: Full-time position (35 hours per week) fixed-term until March 31 2026
Candidate must be able to commute to 200-7134 King George office.
BENEFITS: Not eligible
DEADLINE: Friday July 25 2025 by 4:30 PM
IMPORTANT NOTES:
- MOSAIC is an equal-opportunity employer. We encourage people from all backgrounds spaces and abilities to apply.
- Before applying you must be legally permitted to work in Canada through citizenship or permanent resident status. If you have a work permit please ensure that it allows you to work for the duration of this position.
- We are committed to creating a safe and healthy working environment for our employees. MOSAIC employees are expected to adhere to several policies and procedures such asRight to a Respectful Workplace andCode of Conduct. As of September 18 2023 MOSAICs HSS-21 COVID-19 Vaccination Policy is currently suspended. Therefore until further notice employees are no longer required to provide a proof of vaccination. However should circumstances change and MOSAIC deems it necessary to reinstate such Policy in order to ensure a safe workplace MOSAIC reserves the right to require employees to provide proof of full vaccination against COVID-19 in order to be eligible to continue performing their work duties.
Employment Type
Full-Time
