The Administrative Assistant / Client Services Coordinator provides front-line administrative and client support for Family Services of Greater Victoria. As a primary point of contact for clients, this position is responsible for reception, client intake, scheduling, billing administration, and general office support.

The successful candidate will be organized, compassionate, professional, and comfortable communicating with individuals and families who may be experiencing stressful or challenging circumstances.

Key Responsibilities

- Respond to phone, email, and in-person inquiries and provide information about services, fees, programs, and the intake process.
- Complete new client intakes and maintain accurate waitlists for child/youth, adult, couples, and family counselling services.
- Schedule, reschedule, and cancel appointments.
- Welcome clients, respond to general questions, take messages, and direct inquiries to appropriate staff.
- Process payments, invoices, receipts, sliding-scale adjustments, and other routine billing administration.
- Maintain accurate and confidential client administrative records.
- Monitor the organization's general email and voicemail and ensure messages are responded to or forwarded appropriately.
- Provide administrative support for groups, workshops, and programs, including registration, participant communication, materials.
- Maintain and order office supplies, forms, brochures, community resources, and shared administrative materials.
- Assist with correspondence, reports, data entry, program statistics,



and other administrative projects.
- Support day-to-day office operations and assist with routine technology or equipment issues.
- Maintain confidentiality and recognize situations that need to be escalated to a counsellor or supervisor.
- Provide general administrative support to the Executive Director, counsellors, and other staff as required.
- Administrative support for daycare as needed

Qualifications
- Experience in administration, reception, client services, or a related role.
- Strong organizational, communication, and interpersonal skills.
- Excellent attention to detail and ability to manage multiple priorities.
- Comfortable communicating with clients who may be experiencing stress or difficult circumstances.
- Robust computer skills and ability to learn new systems.
- Ability to work independently and collaboratively.
- Demonstrated ability to handle confidential and sensitive information professionally.
- Experience with Microsoft 365, scheduling/client-management software (Jane App), billing, or payment processing is an asset.
- Experience in a counselling, mental health, healthcare, social-service, or non-profit setting is an asset.

A satisfactory criminal record check and references are required upon request.

Pay: $20.00-$25.00 per hour

Expected hours: 22.0 – 25.0 per week

Benefits

- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Administrative Assistant / Client Services Coordinator (Victoria)
🏢 Family Services of Greater Victoria
📍 Victoria