Schedule:

Vacancy 1: Monday to Friday from 9:00 am to 1:00 pm (20 hours a week)

Vacancy 2: Monday to Friday from 12:00 pm – 4:00 pm (20 hours a week)

Please note that both Front Desk Receptionists will be required to cover each other’s scheduled time off when needed. During coverage periods, the receptionist will have the opportunity to work an additional 3 hours per day, with an adjusted schedule of 9:00 a.m. to 4:00 p.m.

Organization Background:

Niagara Ina Grafton Gage Village (the “Village”) is a not-for-profit charitable organization that has been providing housing and services to seniors for over 60 years. The organization encompasses two sites; the main location in the City of St Catharines has been operating since 1959 and the newer facility, Stone Road Village in the Town of Niagara-on-the Lake, has been in operation since 2012. Combined, these two sites provide housing to more than 500 seniors. At the Village, seniors live in either rental, rent-geared-to-income apartments, life lease bungalows or apartments, bedsitter rooms, or long-term care (nursing home).

At Stone Road

Village, life lease apartments are available for active seniors. The Village is one of the largest providers of services for seniors in Ontario.

Role Objective:

Under the direction of the Director, Corporate Services/LTC Administrator, the Front Desk Receptionist will be responsible for providing professional, welcoming, and efficient Front Desk services at Niagara Ina Grafton Gage Village (NIGGV). This position will serve as the first point of contact for residents, staff, contractors, visitors, and other guests, providing assistance and directing inquiries as appropriate. All duties and responsibilities will be carried out in accordance with the policies and procedures of NIGGV and in a manner that respects the rights, privacy, and dignity of residents, staff, and visitors.

Key Responsibilities:

- Communicate with visitors, residents, staff, and contractors in a skilled, courteous, and knowledgeable manner by serving as the central point of contact at the Front Desk, providing information, direction, and assistance as required.
- Maintain a welcoming, organized, and professional Front Desk environment.
- Answer telephone calls in a professional, proficient, and friendly manner, and redirecting calls as required. Maintain current extensions database up-to-date.




- Maintain communication with phone service provider to ensure issues are addressed and resolved, if required.
- Maintain administration mail folders by distributing internal and external documentation and communication received to the appropriate department or individual.
- Sort and prepare incoming mail and packages for delivery to Niagara Ina Grafton Gage Village, residents, and corporate partners in accordance with established mail policies and procedures.
- Coordinate and receive outside deliveries, ensuring items are directed to the appropriate department or recipient.
- Maintain the function calendar and manage room bookings, communicating upcoming functions and events to relevant departments as required.
- Process point of sale transactions for meal tickets, special function tickets, and Village Travel Club tickets.
- Provide support to the Finance Department by preparing monthly balance of collection and reimbursement of receipts, recording petty cash slips, and preparing end-of-month cash register sales reports.
- Collect, record, and deposit laundry coins from laundry appliances located throughout the facility.
- Assist Niagara Ina Grafton Foundation initiatives by providing administrative and marketing support such as the Christmas Campaign. Christmas Banquets, and more.
- Collaborate with Volunteer Services to ensure residents are provided with information about upcoming Village events and registration requirements if applicable.
- Manage residents’ communications by creating, updating, and maintaining content on the In-Touch TV system, and sending out communications through the MailChimp system in order to ensure information is current and relevant for residents and visitors.
- Prepare the monthly Village newsletter by collecting the required information from all departments involved by utilizing the established newsletter template and maintaining consistency with the design and theme.
- Coordinate office supplies orders, including reviewing stock levels, placing orders, receiving supplies,



and distributing items to the appropriate departments.
- Act as a liaison between printer equipment providers and administration, including scheduling service and repairs as well as maintaining an up-to-date log of printer inventory and current contracts.
- Monitor facility-wide inventory levels of bottled water and coordinate orders and deliveries as required.
- Provide administrative support to Human Resources and other departments within the organization, and perform other front desk duties as assigned.

Qualifications:

- Diploma in Office Administration or relevant program or an equivalent combination of both education and proven experience.
- Minimum one (1) year of reception experience preferred.
- Ability to multi-task and maintain productivity with frequent interruptions from phone/clients.
- Demonstrates excellent interpersonal and customer service skills.
- Ability to handle guest interactions in a calm and professional manner, de-escalating tense situations to ensure a positive experience.
- Advanced computer skills, including experience with Microsoft Office suite, including Excel and Word.
- Experience with digital design programs such as Canvas.
- Able to physically perform the duties and responsibilities, as assigned.
- Regular attendance is required.

Special Requirements:

- Previous experience working with seniors is an asset.

Please note that successful applicants will require a current Police Reference Check suitable for working with the vulnerable sector prior to commencing employment. It is required that all new hires are to have first and second dose of tuberculosis (TB) vaccination as a condition of employment with Niagara Ina Grafton Gage Village.

To Apply:

Interested candidates should forward their cover letter and resume when applying for this position via indeed or to [email protected] To learn more about Niagara Ina Grafton Gage Village please visit: www.niagarainagrafton.ca

We are committed to creating an inclusive and diverse workplace. During the recruitment and hiring process, we offer accommodation for applicants with disabilities, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Please advise if you require an accommodation, should you be contacted regarding a position with Niagara Ina Grafton Gage Village.

📌 Front Desk Receptionist (St. Catharines)
🏢 Niagara Ina Grafton Gage Village
📍 St. Catharines