Administrative Assistant - Reception

We are proud and honoured to offer services on the traditional, ancestral, and unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), Sel̓íl̓witulh (Tsleil-Waututh), Kwikwetlem (kʷikʷəƛ̓ əm) First Nations.

Position Summary

The Administrative Assistant provides a variety of clerical, reception, facilities, and customer‑service support to ensure the smooth operation of The Link, a multi‑agency building housing Westcoast Family Centres Society, Pacific Family Resources Society, and the Ministry of Children and Family Development. This position is the first point of contact for visitors and provides administrative and operational support to staff, clients, and building partners.

Key Duties & Responsibilities

Reception & Customer Service

• Greets clients, visitors, and staff, providing information and support in a professional manner.
• Answers phone and in‑person inquiries, routes calls and messages to appropriate staff.
• Responds to general information requests accurately and in a timely manner.
• Assists with client intake, applicant tracking, and checking program documentation for completeness.

Administrative & Clerical Support

• Provides clerical and administrative support to management and other staff as assigned by the Assistant Team Lead.
• Arranges meetings, schedules appointments, books rooms, and organizes travel as required.
• Prepares agendas and supporting documents; takes and distributes minutes.
• Performs word processing, data input, and drafting of correspondence, forms, memos, letters, and other materials.
• Assists with client file management, including setting up new files and preparing older files for off‑site storage.

Data Entry & Records Maintenance

• Inputs data into databases, registers, mailing lists, and contact lists.
• Maintains and updates filing systems, inventory lists, and building records manually and electronically.
• Produces basic reports by collecting information and formatting it according to organizational standards.

Facilities, Building, & Equipment Support

• Provides building support during operational hours, including limited janitorial or maintenance tasks as directed.
• Coordinates maintenance needs for office equipment by reporting issues to the Assistant Team Lead.
• Monitors supply levels, assists in ordering materials, and maintains stockrooms.

General Support

• Supports staff across all three agencies in the building with routine administrative tasks.
• Assists with special events, meetings, and building functions.
• Responds to external inquiries about services offered by the organizations operating at The Link.
• Performs other related duties as assigned by the Assistant Team Lead or management.

Skills You Bring:

• Proficient in MS Office (Outlook, Excel, Word) and an ability to learn how to manage and use various software platforms.
• Empathetic, compassionate, and client focused.
• Ability to stay calm and assist in de-escalating an upset client (will receive training for this) 
• Pass a Criminal Record Check for vulnerable persons.
• First Aid Level C Certification or obtain it within the first 3 months.

Requirements:

• 1-year relevant experience (office/administrative work or customer service), or an equivalent combination of education, training and experience.
• Grade 12 plus related post-secondary courses in secretarial training or office procedures.
• Or an equivalent combination of education, training, and experience

Why Work for Westcoast:

Be part of a grassroots community-based agency committed to developing and strengthening our community together. As a Westcoast employee, you will benefit from:

• An opportunity to be a part of a hands-on mentoring experience, through role-modeling and coaching.
• Making a difference in your local community.
• A chance to do meaningful work with a committed team of professionals.
• Contribute to our commitment to being an inclusive and culturally safe environment for all.
• Join us in being allies to Indigenous peoples, on our journey to reconciliation

About Westcoast Family Centres:

Westcoast Family Centres Society is a multi-service community-based non-profit organization delivering child-centered, evidence-based programs and services to children and families in the Lower Mainland. Our mission is to strengthen and develop healthy relationships between children, their families, and their communities. Our programs and services aim to address the unique and varied challenges faced by vulnerable families.

About PCRS

Pacific Community Resources Society (PCRS) has a 36-year history of providing a breadth of quality, accredited social services across British Columbia, including: education, employment, housing, substance use, mental health, and youth and family support services.

This role will support both Westcoast Family Centres and Pacific Community Resource Society.

Joining the team is an opportunity to be a part of a team where your skills and knowledge will make a positive impact in the lives of children and families. Westcoast takes pride in creating inclusive spaces, where its diverse workforce can thrive.

We are committed to creating employment equity and providing all candidates with accessibility throughout the recruitment process. Westcoast encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples, and racialized peoples. 

Should you require assistance or accommodation at any time throughout the application or recruitment processes, please email the please email People & Culture Department for confidential support.