Company Overview

Student Homestay Services Inc. is an accommodation placement agency dedicated to connecting international students with host families in Toronto. We are committed to providing a welcoming and supportive workplace for students and hosts alike, ensuring a positive experience for all parties involved.

Overview

We are seeking a dynamic and detail-oriented Registrar & Administrative Assistant to join our team. The Registrar & Administrative Assistant is responsible for the efficient administration of student registrations and accommodation arrangements for CES students. Working under the supervision of the Owner and Manager, and in collaboration with the Counselling, Matching, New Host, and Accounting teams, the position ensures that student files, bookings, communications, and accommodation arrangements are accurate, timely, and well coordinated.

The role combines student registration and administrative responsibilities with support for the homestay matching process and requires excellent organization, communication, attention to detail, and sound judgment in a fast-paced environment.

Key responsibilities

· Student Registration & Administration: Receive and process individual and group applications; create and maintain accurate student files; collect required documentation; follow up with students, agents, and CES on outstanding information; and prepare and send confirmation letters and related documents.

· Booking & Accommodation Coordination: Monitor bookings, arrivals, extensions, cancellations, postponements, and other changes; ensure required agreements and documentation are received before accommodations are confirmed; and communicate relevant changes promptly to students, CES, agents, and host families.

· Matching Support: Work closely with the Matching team to coordinate accommodation requirements and assist with suitable student-host placements. Maintain accurate and up-to-date matching information, including the Matching Deadlines sheet, and support placement changes, cancellations, and extensions as required.





· Host Family Administration: Maintain accurate host family records and contact host families to obtain, confirm, or update information required for placements.

· Communication & Student Support: Maintain professional, responsive, and positive communication with students, agents, CES, and host families throughout the registration and accommodation placement process. Coordinate and participate in student orientations as required, take an active role in resolving issues, and ensure clear and consistent communication with all relevant parties until the matter is fully resolved.

· Team Collaboration: Work collaboratively with CES, the SHS management, and internal departments with a solution-oriented mindset, taking initiative to address issues and ensure smooth day-to-day operations. Provide assistance with related administrative and accommodation tasks as required.

The Ideal Candidate The successful candidate will demonstrate:

· Excellent organizational, multitasking, and time-management skills, with the ability to manage competing priorities and deadlines.

· Strong attention to detail and accuracy, particularly when handling student records, documentation, and booking information.

· Excellent written and verbal communication skills, including the ability to prepare clear, polished, and professional emails, correspondence, and other written communications, and to communicate effectively with students, schools, agents, host families, CES, and colleagues.

· Strong customer service skills and a courteous, skilled approach when working with people from diverse cultural and linguistic backgrounds.

· A high level of integrity, reliability,



accountability, and discretion.

· Strong problem-solving skills, sound judgment, and a proactive, solution-oriented approach to identifying and addressing issues.

· Proficiency with Microsoft Office, particularly Word and Excel, Gmail/Google Workspace, and the ability to learn and work confidently with database and administrative systems.

· A positive, team-oriented attitude and willingness to assist across departments when needed.

· Availability for full time work, with flexibility in daily working hours during peak student seasons.

Additional Operational Requirements

Emergency Phone – The emergency phone is rotated among staff members on a weekly or bi-weekly basis. The rotation schedule and frequency may be adjusted from time to time according to operational needs.

After-Hours Communication – SHS operates as a team, and staff members may occasionally communicate outside regular office hours when an issue requires resolution before the next business day.

Peak Season Availability – Vacation and time off are not permitted between May 1 and September 15, which is SHS’s peak operating season.

General – The position may include other related duties and responsibilities as required to support the effective operation of Student Homestay Services Inc. (SHS Inc.)

Join our team and play a vital role in creating a welcoming and supportive experience for international students while supporting the smooth operation of SHS. We’re looking for energetic, adaptable individuals who are eager to learn, grow, and make a meaningful impact. If you’re excited to share your ideas, bring your administrative expertise, and contribute to a rewarding and collaborative environment, we’d love to have you on our team.

Full training, support, and guidance are provided to help you succeed!

Pay: $19.75-$22.10 per hour

Expected hours: 40.0 per week

Benefits

- Casual dress
- Extended health care
- Paid time off

Work Location: In person

📌 Registrar & Administrative Assistant (Toronto)
🏢 Student Homestay Services
📍 Toronto