Part Time Office Receptionist

Job Responsibility:

We are an independent counselling services firm with ten team members, including registered psychologists, registered provisional psychologists and counsellors. We offer a wide range of counselling services to a diverse selection of clients and are looking for a passionate and dedicated Office Administrator to assist us with client services.

We are seeking a highly motivated, emotionally intelligent, and detail-oriented individual to join our team as a CONTRACTOR. The successful candidate will be very well organized with 1+ years of office administration experience and Customer Service.

The candidate must have excellent verbal and written communication skills, particularly through phone and email. Candidates must be able to quickly adapt to new tasks and must be willing to learn. It is important that the candidate can think on their feet and knows how to take initiative. The successful candidate should have excellent customer service skills and conflict resolution skills. The ability to think and work creatively will benefit you in this position.

The successful candidate will work well in a team setting and should have experience with project management.Handling several tasks in an organized manner at any given time is critical to this position. The role will require you to assist all staff on completing assigned projects in a timely manner.

Responsibilities

• Maintain excellent relationships with employees, clients, and external contacts
• Assist counsellors with administrative tasks
• Writing letters to clients, technical staff and other third parties based on handwritten notes, verbal instruction, or direct communication
• Edit documents for accuracy and formatting
• Maintain strict confidentiality with regard to business and client information
• Manage deadlines and manage calendars for staff
• Greeting clients when arriving for their sessions
• Arrange meetings
• Billing and invoicing clients when requested
• Attend monthly team meetings and requested administrative meetings
• Provide coverage for when full-time administrator is away
• Ensure timely communication to counsellors of matters of a pressing nature
• Render and adjust client invoices
• Maintain the organization of physical and electronic files
• Conduct detailed research on different topics and create newsletter to update clients
• Maintain the general organization of the office space and manage office supplies
• Conduct Coffee and Chats for prospective clients
• Other administrative duties

Skills:

• Strong communication skills
• Strong multi-tasker
• Organizational and administrative skills
• Strong document production skills
• Well organized and able to develop office organization practices
• High-level knowledge of systems management and best practices
• Ability to research high-level topics quickly and in detail
• Strong project management skills
• Proficient in Microsoft Office Software
• Experience working with QuickBooks Desktop
• Knowledge of data and administrative procedures
• Attention to detail
• Ability to coordinate and manage projects among other team members
• Excellent time management skills
• Ability to adapt to new tasks quickly

Experience with Mental Health is an asset. **This is a Contract Position, see contract law for Alberta and what that means*

This will be a part-time position that consists of evening hours, Monday to Thursday 4:00pm to 8:00pm & Every Saturday 10-1/or 10-5 alternating.

If you are interested in this position, please submit your cover letter and resume to tell us why you are the perfect fit for this position.

Help change lives, one person at a time!

Job Types: Part-Time (contractor), PermanentSalary: $18.00/Hour

Job Types: Part-time, Permanent

Pay: From $18.00 per hour

Ability to commute/relocate:

• Calgary, AB T3B 0E4: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you able to work the hours of the position (Non-flexible)

Monday-Thursday 4-8 pm, Saturday week 1 0-5/Week 2 10-1. Stats 12-8 pm.

Work Location: In person

Expected start date: 2025-06-16