Academic Communications Receptionist

Job Responsibility:

We are currently seeking an experienced Academic Communications Receptionist to join our growing team in Victoria. The company is B2G (business to government), providing a variety of services and goods to the governments in Canada (municipal, provincial, and federal), with our current focus on language training for government employees.

This role is critical for supporting our administrative and operational tasks, ensuring smooth day-to-day operations. The ideal candidate will be a detail-oriented, reliable, and organized individual who has experience in an academic or administrative position involved in class or event management.

You are very efficient at responding to emails in a professional, yet personal manner. You must be organized, properly categorizing emails from Outlook into their different folders, requesting info from internal team members, creating organized workflows, improving administrative efficiency, and ensuring that our communications internally and externally are effective and professional.

You are skilled at digitally communicating in a kind, informal, personal tone, creating a unique and caring experience for our government clients, teachers, students, and coordinators.

Primary Duties

• Manage virtual classes with students and teachers by reviewing availabilities, skill levels, then matching individuals together into blocks of the schedules.
• Communicate fast with government clients via MS Outlook.
• Communicate fast with subcontractors, students, and teachers via MS Teams.
• Manage internal team meetings to ensure they are efficient and organized, by preparing agendas and recording notes.
• Acknowledge receipt of emails from students who are late/absent from classes and notifying the respective teacher on MS Teams.
• Organize and track all communication and updates between all parties.
• Request necessary info from internal team members in order to respond to specific emails.
• Send quotes/invoices to customers, including pertinent details.
• Follow up with customers about invoices or quotes.
• Communicate with external admin team to ensure they are doing their duties properly outside of EST hours.
• Take notes during team meetings about important updates, due dates, or goals.
• Organize meeting notes digitally in an organized manner for all teammates to review.
• Follow up with team members about pending due dates or updates on tasks.
• Answer 1-5 phone calls per day.
• Setup automatic rules in Outlook/MS Teams, where emails or messages are rerouted in an efficient, scalable, streamlined manner.
• Request, monitor, and manage teacher progress reports, attendance sheets, and invoices.
• Communicate with teachers about availabilities and student details via Microsoft Teams.
• Assist in paying subcontractors via Quickbooks and banking tools.
• Assist quotes and invoicing customers from Quickbooks.
• Clean and improve the office, ensuring the environment is optimized for a productive atmosphere.
• Print important documents, filing them for proper safekeeping, while being easy to review during team meetings.
• Print and display accomplishments of team members and teachers.
• Assist in grant applications and wage subsidies.
• Organize up-to-date database of vendors.
• Track cycles, noting the due dates of assessments, progress reports, attendance sheets, invoices, bills, etc.
• Assist in hiring new employees and contracting new teachers.
• Assist onboarding for new hires.

Primary Responsibilities:

1. Email Management: Monitor, sort, and respond to incoming emails, ensuring timely and accurate communication with students, staff, and external contacts.

2. Scheduling and Calendar Management : Coordinate and manage the academic and administrative calendars, including scheduling appointments, classes, meetings, and special events involving students.

3. Student Communication: Serve as the primary point of contact for students via email, addressing their inquiries, providing information, and resolving scheduling conflicts.

4. Customer Service: Provide high-quality service by responding promptly and effectively to requests and concerns from students and faculty.

5. Database Management: Update and maintain student databases with accurate contact details, enrollment information, and interaction logs.

Estimated time distribution:

~75% Microsoft Outlook emails + Microsoft Teams chats.

~10% phone calls or virtual meetings with teachers and coordinators.

~5% organization of digital files.

~5% office management and meetings.

~5% other.

Preferred Qualifications and Experience:

• Experience Level: 4+ years of experience in administrative duties.
• Demonstrated ability to multitask.
• Proficient with email communication.
• Proficient with organization of digital files.
• Preference for those with experience in calendar management.
• Preference for those with interest incorporating AI into processes.
• Preference to working early mornings.

Benefits after 6 months of employment. Hourly rate position to start with potential to convert to a salaried position afterwards. Great opportunity for high advancement in fast timespan given the nature of our business and growth trajectory.

You must enjoy fast-paced environments and thrive in a team of 4-6 people, aiming to be an integral part of a small ambitious team.

Office: near Douglas x Bay

Work time: 7:00am to 3:30pm PST

Job Types: Full-time, Part-time, Internship / Co-op

Pay: $19.75-$26.45 per year

Expected hours: 20 - 40 per week

Benefits:

• Dental care
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Application question(s):

• What language(s) do you speak? Please explain levels.
• What are 1-2 relevant skills that you will bring to this position?
• Small businesses often require employees to wear multiple hats. Can you give an example of how you've adapted to changing roles or responsibilities in a small business or startup environment?
• What is your preferred $ hourly rate or range?
• (optional) Additional information.

Work Location: In person