Welcome Desk Administrator

The Welcome Desk Administrator provides support for YWCA’s Hub facility reception (Welcome Desk), organizational administrative support and day-to-day customer relations. This role is the face of the YWCA Hub facility and creates an environment of professionalism, customer service, community, guest and participant support. This is a full-time position working 37.5 hours per week, generally Monday to Friday from 8:00 a.m. to 4:00 p.m.. Occasional evening and weekend work may be required. This role is primarily office-based at the YWCA Hub. WHAT WE OFFER * Truly rewarding work; contribute to lasting, positive change for individuals and our community * A supportive team environment and opportunities for professional development * Comprehensive benefits including an employee assistance plan * Paid time off (for eligible roles; prorated based on start date) includes: * 3 weeks of paid vacation * 6 personal days * 12 sick days * A paid day off to celebrate your birthday WHAT YOU'LL DO * Demonstrates exceptional customer service and service delivery at all times, supporting the day-to-day operations of the YWCA Calgary Hub facility * Support program participants, visitors, fitness members, rental customers, employees and volunteers in person, on the phone or through email * Create a welcoming experience and provide accurate, timely, professional and consistent information that meets current processes of YWCA Hub Welcome Desk and all program and support areas * Respond to and direct phone calls and service requests received by YWCA in a courteous, professional manner, while respecting diversity, confidentiality, and privacy * Maintain a current understanding of programs and services provided by YWCA Calgary and be able to provide accurate information for all enquiries * Receive and sort mail, ensuring appropriate teams or individuals are notified of all deliveries in line with YWCA processes * With the support of Sr. Community Engagement Coordinator and working collaboratively with Communication Administrator ensure effective use of all systems that support operations of YWCA Hub welcome desk, community spaces and Fitness Centre * Support member management activities including new member setup, payment processing, responding to membership inquiries, database management, and financial reporting * Work collaboratively with Welcome Desk Volunteers to prepare and set up rental spaces; manage calendar bookings; storage and equipment oversight; and ensure effective, customer-focused operations of all spaces are addressed in a timely and efficient manner * Working closely with the Communications Administrator to ensure the customer engagement cycle is properly maintained, including contracts, invoices, receipts, payment processing, and reporting QUALIFICATIONS * Diploma or certificate in Business Administration is considered an asset * Two to four years of experience in an administrative and/or reception role WHAT YOU'LL BRING * Experience providing customer service over the phone and in person * Highly professional presentation in all areas of work including strong communication skills * Strong organization and attention to detail * Intermediate level experience in Microsoft Office suite of products; Adobe Acrobat; and skill in database management, data entry and reporting If you want to change lives, we want to hear from you. Deadline: until a successful candidate is found Apply today by submitting your resume, cover letter, and salary expectations. Check out our website for more information about YWCA Calgary: www.ywcalgary.ca YWCA Calgary is committed to providing an equitable, diverse, and inclusive workplace where all employees, volunteers and clients feel valued and respected, whatever their race, religious beliefs, colour, gender, gender identity, gender expression, sexual orientation, disability, age, ancestry, or place of origin. Privacy statement: Personal information is managed in accordance with Alberta’s Personal Information Protection Act (PIPA) and other applicable laws and we are committed to safeguarding your personal information. During the recruitment process personal information is collected for the purpose of people practice management. Privacy inquiries can be directed to the attention of the Privacy Officer at [email protected] [[email protected]].

The Welcome Desk Administrator serves as the primary point of contact for the YWCA Hub, providing professional customer service and administrative support to visitors, members, and staff. They are responsible for managing facility operations, including membership processing, rental space coordination, and general office administrative tasks.

Candidates should have two to four years of experience in an administrative or reception role, with strong organizational and communication skills. Proficiency in Microsoft Office, Adobe Acrobat, and database management is required, while a business administration diploma or certificate is considered an asset.

• Employee assistance plan • Paid vacation • Personal days • Sick days • Paid birthday off

• Customer servicePreferred
• OrganizationPreferred
• Administrative SupportPreferred
• Attention to detailPreferred
• ReportingPreferred
• Microsoft OfficePreferred
• Data entryPreferred
• Communication SkillsPreferred
• Payment ProcessingPreferred
• Conflict ResolutionPreferred

Identified from the job description. Confirm important requirements above.

• Customer service
• Administrative support
• Reception
• Database management
• Data entry
• Payment processing
• Communication skills
• Organization
• Attention to detail
• Microsoft Office
• Adobe Acrobat
• Reporting
• Membership management
• Conflict resolution
• Professionalism
• Database Management
• Professional Presentation
• Administrative Support
• Workplace Inclusivity
• Time Off Management
• Customer Relationship Management
• Business Administration
• Management
• Customer Service
• Communication
• Confidentiality
• Customer Engagement
• Data Entry
• Financial Statements
• Invoicing
• Mail Sorting
• Operations
• Payment Processing
• Telephone Skills
• Practice Management
• Detail Oriented

• Administrative
• Customer Service & Support
• Social Services
• Welcome Desk Agent
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Minimum education

Professional degree

Minimum experience

2+ years

Posting language

English

Working hours

38 hours per week