POSITION SUMMARY:

This position is responsible for welcoming members and guests, receiving and responding to telephone calls and emails, administering the reciprocal club and member mail programs, maintaining the library, art, and office supplies inventories, controlling the reservation system, and providing administrative support to the Chief Executive Officer and general clerical help in the administration office. This position entails every aspect of the ‘welcome and farewell experience’ for all members and guests.

DUTIES AND RESPONSIBILITIES:

General

- Opens and distributes incoming mail and packages. Processes outgoing mail and packages.

- Prepares and submits daily deposit summary.

- Prepares and submits monthly parking charges summary.

- Provides general clerical help in the administration office during peak periods.

- Assists with monthly mailing of member statements.

- Keeps the Administration Manager and Chief Executive Officer informed of all significant or potentially significant operating matters, problem areas, achievements, or any matters of importance.

- Undertakes special projects as requested by the Chief Executive Officer or Administration Manager including duties beyond administrative, clerical, or member service support.

- Ensures compliance with all legal, legislative, health & safety, and employment handbook requirements.

Member and Guest Experience:

- Greets and welcomes members and guests to the Rideau Club in both official languages.

- Interacts with members and guests answering questions, providing direction to dining and event spaces, and solving problems.

- Answers telephone calls, takes reservations, directs calls, and responds to emails related to dining, events,



or general inquiries.

- Ensures that an outstanding welcome and farewell experience is delivered to all members and guests.

- Receives and resolves complaints from members, guests, and staff with a high level of professionalism.

Dining and Event Reservations:

- Is familiar with the details of all coming events.

- Ensures internal event promotions are posted and up to date.

- Works with the General Manager and administration team to ensure a complete and accurate reservation list for all Club events.

- Formats and prints place cards, invitations, event menus, etc. as required for both Club and private events.

Reciprocal Club Program Administration :

- Assists with the administration and coordination of all aspects of the reciprocal club program.

- Prepares letters of introduction for members in good standing wishing to visit affiliated clubs.

- Receives and tracks letters of introduction received on behalf of visiting members from reciprocal clubs.

- Ensures compliance of visiting members with the Club’s Reciprocal Policy.

Art, Library, and Member Mail Programs Administration :

- Ensures Library periodicals are well organized and up to date.

- Maintains an accurate and up to date inventory of the library and art collections.





- Assists with the administration and coordination of all aspects of the member mail program.

JOB REQUIREMENTS

- Must be able to remain in a stationary position for up to five hours at a time.

- Must be able to adhere to process protocol.

- Must be able to apply established protocols in a timely manner.

EDUCATION/SKILLS/KNOWLEDGE/EXPERIENCE

- Must speak, read and write English and French fluently.

- Must have previous experience in a reception and/or an administrative role.

- Must be familiar with various office equipment including but not limited to photocopiers, shredders, laminators, etc.

- Must have excellent organizational and time management skills.

- Must be member-oriented and service-minded.

- Must enjoy direct member and guest interaction.

- Must be able to handle challenging conversations effectively.

- Must be quick thinking and able to spot and resolve problems efficiently and effectively.

- Must have working knowledge of various computer software programs (MS Office, MS Outlook).

- Must be honest, courteous, obliging, and attentive.

- Must be able to perform duties in a safe and diligent manner.

- Must present a clean and skilled appearance at all times.

- Must be able to communicate effectively with other employees in the administrative department, as well as food and beverage, kitchen, and maintenance.

- Previous food and beverage experience would be an asset.

Pay: $25.00-$27.60 per hour

Benefits

- Company events

- Dental care

- Disability insurance

- Employee assistance program

- Extended health care

- Life insurance

- Paid time off

- RRSP match

- Vision care

Language

- English and French (required)

Work Location: In person

📌 Reception and Member Services (Ottawa)
🏢 Rideau Club
📍 Ottawa