INTERNAL APPLICANTS ONLY*** Receptionist

***INTERNAL APPLICANTS ONLY***

MOSAIC operates on the traditional and unceded Coast Salish Territories, the ancestral lands of the sḵwx̱wú7mesh (Squamish), sel̓íl̓witulh (Tsleil-Waututh), xʷməθkʷəy̓əm (Musqueam), qiqéyt (Qayqayt), sc̓əwaθən məsteyəx (Tsawwassen), kʷikʷəƛ̓əm (Kwitwetlam), q̓ic̓əy̓ (Katzie), qʼʷa:n̓ƛʼən̓ (Kwantlen), SEMYOME (Semiahmoo) and Matsqui nations where we are privileged to carry out our mission. 

WHY YOU SHOULD WORK WITH US:

MOSAIC is one of Canada’s 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 the 2019 List of Best Workplaces™ in Canada (100-999 employees), the 2020 list of Best Workplaces Managed by Women and 2021 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 26,000 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 country’s 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 you're 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: Office procedures, methods, and equipment

Education/ Certifications: Completion of secondary school and post-secondary education in office administration or a combination of experience and training

Skills/ Abilities: Basic mathematical skills
MS Office suite, publishing software
English communication skills; other languages an asset Conflict resolution skills
Initiative
Cultural sensitivity
Organized and able to set priorities and meet deadlines

Able to use a multi-line phone
Pleasant telephone manner
Able to multi-task
Able to work independently and with a team Attention to detail
Tactful, discrete, diplomatic, patient, flexible

Experience: Reception, customer service, or office administration; work with an immigrant population and/or diverse cultural backgrounds an asset, and/or comparable education

Physical Requirements: Sitting, standing, bending, and ability to lift 10 k.

Other: Current, satisfactory Criminal Record Check if required by policy, law and/or employment contract

HOURS: Full-time position (35 hours per week)

Candidate must be able to commute to 200-7134 King George Blvd. Surrey office.

BENEFITS:

A competitive benefits package is provided with contracts of at least 1 year in length and which offer a minimum of 17.5 hours of work per week.

DEADLINE: Thursday, March 20 - 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 as Right to a Respectful Workplace and Code of Conduct. As of September 18, 2023 MOSAIC’s 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.

Salary : $25 - $26