Community Front Desk Lead

We are seeking a highly organized and proactive individual to join our team as a Community Front Desk Lead. This front desk role collaborates with all parts of the organization, providing essential operational support and ensuring a warm and welcoming reception.
Management status: Non-Manager
Reports to: Community Infrastructure Manager
Wage: $23.00 per hour
Hours/Work Schedule: Full-Time, 5 days a week, 9:00am-5:00pm.
There are two options for a schedule:
1. Monday-Friday
Please indicated your preference in your application. Some weekday nights/weekends depending on program need.
Responsibilities Reception and Hosting: Lead the Fernwood Community Centre's reception and welcoming efforts, acting as the primary initial point of contact for community members:
· In collaboration with team members, maintain a welcoming environment, creating an inclusive atmosphere for all community members, staff, and volunteers.
· Ensure that the team fosters positive community relationships and addresses inquiries and concerns promptly.
· Maintain strong knowledge of the organization's different programs to help connect community members with opportunities and support that meet their needs and priorities.
· Lead the team in effectively managing incoming phone calls, a general inquiries email account, and in-person front desk interactions.
· Schedule, support, and coordinate the part-time front desk staff to maintain consistent presence and support outside of this position's working hours.
· Provide administrative support, including managing room booking calendars, scheduling staff team meetings, preparing and printing documents, and handling correspondence.
· Support the Executive Director in preparation for monthly Board Meetings.
· Manage shared organizational supplies and inventory; support program staff with ordering as needed.
· Support, schedule, and train reception volunteers
· Other Duties as assigned.
Rentals: With direction and support from the Manager of Community Infrastructure and Director of Community Programs, and in collaboration with other staff as needed:
· Coordinate rental operations by managing bookings, liaising with renters, and maintaining records, calendars, and invoices.
· Collaborate with the Community Infrastructure Manager to create staff schedules that reflect internal programming and rental calendar need.
· Support promoting rental opportunities to the community in order to ensure maximum use of community spaces.
· Coordinate recreation programs and third-party rentals, including client registration, attendance tracking, and payment processing.
With direction and support from the Finance Manager, assist with financial administration tasks such as:
· Accounts payable: Coordinating incoming invoices, completing payments as directed, etc.
· Accounts receivable: Prepare and send some invoices as directed (e.g. for rentals), process payments, follow-up on outstanding payments.
· Bank and cash management: Prepare bank deposit logs, manage petty cash, prepare event floats when needed, etc.
· Expense claims: assist colleagues in submitting expense claims in a timely and organized fashion (as needed).
· Reconciliation and review: Complete periodic petty cash reconciliation, assist colleagues in completing credit card reconciliations in a timely and organized fashion (as needed).
Good Food Box: With direction and support from the Good Food Box program lead.
Support the coordination of administration tasks of the Good Food Box Program which includes:
· Collaborating on distribution and communication with recipients;
· Provide administrative support for weekly packing days
Communications: With direction and support from the Director of Community Development and other staff, support communications with the community about our programs and events:
· Coordinate and update the Fernwood Community Centre program guide, digital schedule, poster boards, and Fernwood NRG website calendar to reflect current programming and special events.
· Coordinate with the Director of Community Development about programs and special events happening at the Fernwood Community Centre to ensure up-to-date and accurate information is being shared through our communications channels.
· With direction from the Director of Community Development, draft content and maintain communications through different channels as appropriate.
· Assist with outreach campaigns to raise awareness and promote programs and activities at the Fernwood Community Centre.
· Assist with evaluation of communications metrics and effectiveness upon request.
· Using organizational systems, maintain accurate records related to community engagement activities, attendance, and feedback.
· Support with coordinating both internal and community events, workshops, and other engagement activities as needed.
Fernwood NRG is committed to ensuring that equity, diversity, and inclusion are valued in our decision-making, in our internal work, and our work in the Neighbourhood. We continue to work towards deeper organization-wide understanding and competence with anti-racism and decolonization. Employees' lived experience and commitment to these values is highly valued. We recognize that people from communities who experience marginalization (e.g. on the basis of ethnicity, citizenship/immigration status, gender, sexual orientation, ability, socioeconomic status, etc) may be less likely to apply for leadership positions. We strongly encourage you to apply if you have a passion for our mission and meet the core requirements below. Qualifications: · Minimum 2 years of customer service with a focus on clients from diverse backgrounds
· Previous experience in administrative support, community outreach, or facility rental coordination.
· Excellent communication and interpersonal skills, with a customer service-oriented approach.
· Ability to multi-task and triage competing priorities using sound judgment.
· Ability to work independently as well as part of a team, with a proactive and solutions-oriented mindset.
·Proven experience in cash handling, managing float cash, reconciling petty cash, and tracking financial transactions.
· Familiarity with website management platforms (e.g., WordPress) to update event calendars and community resources online.
· Ability to conduct surveys, analyze data, and generate reports to measure the impact of community engagement efforts.
· Conflict de-escalation experience. (Skilled in empathetic de-escalation, maintaining composure in challenging situations).
· Engaging with local service agencies: Critical lens for systemic issues, advocating for equitable resource access.
Assets: · Familiar with harm reduction principles and strategies
· Proficiency in languages other than English
· Experience or familiarity with social media marketing strategies to promote community events and engagement.
Other Requirements: Candidates who progress through our selection process will be required to provide the following before an employment agreement is finalized:
· Will be asked to provide two professional references.
· All employees within Fernwood NRG require a Vulnerable Sector Criminal Record Check upon being hired.
Working Conditions: ·Ability to lift and move chairs, cots, mats, etc. (up to 30lbs).
·Ability to work positively in a busy and loud environment.
After 3 months of employment, you are eligible for paid time off including, annual paid time off in addition to vacation according to organizational policies. This currently includes a winter holiday closure period, paid sick days additional to the Employment Standards Act standard, religious/cultural observance days, and moving days;
Extended health benefits after 6 month waiting period waiting period;
Discounts on the Good Food Box;
Priority placement for childcare spaces at the organization (as a $10/Day site fees are no more than $10 dollars a day), subject to eligibility and availability;
About Fernwood NRG We are a neighbourhood house which nurtures community well-being, connection, and resilience through our programs, services, and advocacy. We act with courage and compassion, centering the needs of marginalized people in our community, including children, youth, individuals, families, and seniors. We provide welcoming spaces, host community celebrations, and collaborate widely with community members and partner organizations.
Our collaborative team cultivates long-term change while meeting immediate community needs:
We nourish our community. We're committed to belonging, connection, service, and fun; We listen deeply and are responsive to our community's changing needs;
We centre relationships, equity, and well-being. We foster diversity, inclusion, equity, trust, and compassion. Grounded in strong teamwork and a deep commitment to human rights, our work is meaningful to our staff, our volunteers, and our community;
Interested applicants are requested to submit a cover letter their resumes or CV on or before Friday, May 10th, 2024. Applications submitted by email will not be considered.
#J-18808-Ljbffr