Employment Services Administrator - CalgaryCALGARY

Closes: 2026-08-28

Overview

As the first point of contact for Work It Forward in Calgary, the Employment Services Administrator is responsible for a comprehensive variety of reception and administrative support tasks, ensuring the effective daily front-end operations of the office. Consistently and proactively demonstrating a team approach to service delivery, this role is key to the positive and ongoing engagement of participants ‘from the start’ of their experience; constantly presenting a positive, responsive and informed attitude and service delivery that supports the collective Work It Forward team, including Career Advisors and Occupational Therapists.

Responsibilities

Reception

- Greeting participants and other visitors to the Work It Forward office in an informed and courteous manner, outlining available services as appropriately required based on participant needs.
- Efficiently managing the multi-line phone system and answering inquiries, whether in-person, over the telephone and/or by email, in a prompt, helpful and informed manner as per AKG Canada service standard expectations.
- Regularly updating internal phone, extension and email contact lists for the office.
- Assisting with and monitoring participant registration and intake documentation, ensuring information is complete and directed to the appropriate team member.
- Scheduling and confirming appointments, workshops and other participant activities for Career Advisors and Occupational Therapists and supporting active participation as required.
- Answering inquiries and sharing knowledge and information relating to local community services and facilities access as appropriate.
- Maintaining the reception and waiting areas to ensure a welcoming, organized, accessible and professional environment.
- Supporting appropriate crisis response and de-escalation, including escalation and required internal reporting.
- Consistently monitoring office security, including identified opening and end-of-day lock-up procedures, and ensuring appropriate safety and security procedures are followed.

Administration

- Responsible for providing comprehensive and consistent administrative support to Career Advisors,



Occupational Therapists and other Work It Forward team members to ensure optimum levels of participant service are maintained, through:
- Facility administration that includes, but is not necessarily limited to, oversight of keys and security access; ensuring business equipment is operational; reporting maintenance issues; coordinating routine service requests; ordering inventory; and managing office supplies.
- Managing the receipt and distribution of incoming and outgoing correspondence and deliveries, including mail, vendor invoices and courier items.
- Supporting participant and community communications for appointments, workshops, information sessions and events.
- Maintaining the organization of administrative files, templates and shared resources on SharePoint and in approved program systems.
- Consistent and timely maintenance of general office supply inventories, including an adequate supply of forms, participant resources and other required documents.
- Efficient and accurate data entry, scanning, uploading and hard-copy file management in accordance with program, privacy and document retention requirements.
- Preparing, formatting, printing, copying and organizing correspondence, reports, forms, resource packages and other program documents.
- Providing administrative support to Career Advisors and Occupational Therapists, including appointment preparation, participant correspondence, follow-up reminders, resource materials and documentation support.
- Supporting team meetings, training sessions, workshops and program events through scheduling, room or virtual meeting set-up, preparation of materials and administrative note-taking when requested.
- Providing basic support for Microsoft Office programs, specifically Excel, Word, Outlook and Teams, and other approved program systems.
- Maintaining confidentiality and handling participant information with care, accuracy and discretion.




- Completing other reception and administrative duties or projects as assigned by the Program Manager or AKG Canada leadership.

Qualifications

Education and Experience

- Post-secondary diploma or certificate; with a focus on administration or an equivalent preferred.
- A minimum of 3 years administration experience preferably in the field of employment, counselling, rehabilitation, health or other support services industry with high participant activity.
- Multilingual, with the ability to communicate effectively both verbally and in writing, is an asset.
- Excellent oral and written communication skills.
- Demonstrated experience providing services and support to individuals with complex barriers.
- Proven ability to successfully work with and support individuals from a broad range of cultural backgrounds based on a sensitivity to, and understanding of, the unique challenges they may face.
- Proven experience in a busy customer-service focused role with the ability to effectively problem-solve and resolve conflicts both in-person and in a virtual service delivery setting.
- Strong administrative skills and computer proficiency with specific emphasis on MS Office (Word, Excel, Outlook and Teams), and customized databases.
- High attention to detail and the ability to complete accurate data entry, document management and administrative follow-up within required timelines.
- Proven ability to consistently develop rapport and collaborative working relationships with diverse participants, Career Advisors, Occupational Therapists, team members, community partners and the general public.

Employment Level Full-time

Wage Range

$47,000.00 - $52,000.00

Work Conditions In Office

Eligibility Statement

Open to all those eligible to work in Canada.

Equity Statement

We are committed to fostering a diverse and inclusive workplace. We believe that diversity of thought, background, and experience strengthens our team and drives innovation. We are dedicated to creating an environment where everyone feels valued, respected, and supported

Pay: $47,000.00-$52,000.00 per year

Benefits

- Employee assistance program
- Extended health care
- Paid time off
- RRSP match

Work Location: In person

📌 Employment Services Administrator - Calgary
🏢 Angus Knight Group Canada
📍 Calgary