Office Services Supervisor/Lead Receptionist

Office Services Supervisor/Lead Receptionist

Canada’s National Ballet School is currently inviting applications for the full-time, permanent position of Office Services Supervisor/Lead Receptionist.

We invite you to join the vibrant staff community of Canada's National Ballet School (NBS). NBS has 300+ employees supporting activities ranging from professional ballet training, community programming, and ground-breaking health initiatives.

We are looking for a dynamic individual to join our Office Services team, with the talent, innovative-thinking and passion to help NBS continue to share the transformative power of dance with people of all ages, abilities, and aspirations. As an organization, NBS is continually evolving and we are looking for a professional with unique, new ideas to complement the School’s collaborative work culture.

Reporting to the Director of Facilities, the Office Services Supervisor/Lead Receptionist will be responsible for providing a range of administrative and customer support services to the NBS community. This position oversees mailroom operations, and will liaise and meet with vendors regarding their contract renewals. This position also supervises the part-time receptionists.

MAJOR DUTIES AND RESPONSIBILITIES

Lead Receptionist Duties:

• Assist with coordination of fire drills and lockdown procedures, draft floor plans
• Maintain daily sign in and sign out log book for students leaving early or arriving late
• Answer customer inquiries or direct customers to appropriate resources
• Maintain safe and clean reception area in compliance with NBS standards
• Check and monitor access for all programs, arrange for access cards, administer replacement cards
• Provide access to the underground parking for visitors, issue temporary parking permits as required
• Operate a multi-line telephone system and transfer all incoming calls to the appropriate individual/department in a courteous and professional manner
• Participate in the Health and Safety Committee, conduct workplace inspections and maintain first aid kits
• Act as first point of contact at NBS by pleasantly and professionally greeting guests and making our visitors feel welcome
• Maintain and update information to assist with programs/events/rentals (dates, special instructions, etc.)
• Maintain health declaration sign in for all visitors/rentals
• Coordinate payments relating to parking fees and access card replacements
• All other duties as assigned
• Administer petty cash and petty cash replenishment
• Supervise the part time Reception staff

Office Services Duties

• Monitor Facilities contractors and project accounts
• Oversee mailroom operations; manage large mail reports, monitor couriers, receive deliveries and record in delivery log book
• Prepare invoice payments for current office vendors and coordinate payment with the Finance department
• Provide administrative support to the Facilities department
• Order and maintain inventory of office supplies for all departments
• Establish and maintain positive vendor relationships, administer contract renewal process
• Act as main point of contact for current vendors relating to photocopiers/offsite storage, postage, couriers, teleconferencing, etc.

QUALIFICATIONS/SKILLS/EXPERIENCE

• Proficient technical skills including Microsoft Office (Word, Excel, Outlook) and multiline switchboard
• Excellent written and oral communication skills and ability to work effectively with people at all levels within the organization
• Exceptional organizational and time management skills, complemented by a strong attention to detail
• Possess a cheerful, professional demeanor with outstanding interpersonal skills
• Ability to operate in a fast-paced and friendly workplace with minimum supervision
• Minimum 2-3 years of experience in a reception/switchboard operator position, with experience supervising staff
• Strong administrative/customer service skills

Successful candidates must supply Canada’s National Ballet School with a Police Reference Check in accordance with the School’s Child Abuse/Sexual Abuse Prevention Policy; this will be coordinated through the Human Resources Department of NBS.

Join our team today! Please email your resume and cover letter with salary expectations, to [email protected] and indicate “Lead Receptionist/Office Services Supervisor - 2023” in the subject line.

Consideration of applications will begin immediately and continue until the position is filled.

About NBS

NBS is the largest dance training organization in Canada. At NBS, excellence, access and inclusion fuel our belief in sharing the transformative power of dance to change lives for the better. For 60+ years, NBS has been Canada’s leader for Olympic-calibre ballet training, with a track record for driving systemic, progressive change; evolving dance education significantly over time. Our pursuit of dynamic inclusion constantly reveals the life-changing impact of the power of dance. This is what drives our commitment to making dance a part of all Canadians’ lives. NBS continues its focus on excellence in ballet training, while leveraging its artistic core to expand NBS’ program offerings to engage more people than ever before.

To realize its mission, NBS strives to:

• Deliver the broadest range of impactful, evidence-informed community dance programs of any ballet school in the world
• Reflect a vision of leadership that touches more communities, more partners and greater breadth and depth of talent than ever before
• Increase the relevance of the art of ballet in the lives of all Canadians
• Address the need to bring new faces to ballet – as prospective professional students and as future enthusiasts for the art form – embracing and nurturing a more diverse spectrum of children and youth to participate in dance and explore training at the highest level

NBS is committed to the goal of being an equity-informed school. We invest heavily in work and practices that foster positive change internally while driving a progressive evolution in the wider sector. We recognize our responsibility as Canada’s largest arts training organization and one of its oldest, to address anti-Black racism, reconciliation with Indigenous peoples and systemic oppression in Canadian society. Building an inclusive sense of belonging at NBS for every dancer and employee is the School’s primary imperative

At NBS, we can offer you the chance to build a rewarding and fulfilling career. This is a place where you can realize and achieve your professional goals within a supportive and respectful environment. Collaborating with talented artists and colleagues on deeply satisfying and rewarding work, every employee has the opportunity to make a profound impact on our organization and on society.

At NBS we are committed to making our organization stronger by engaging individuals with a wide range of experiences, backgrounds and abilities. When you join us, you will be a part of an organization built on respect, creativity and a shared sense of purpose.

NBS is committed to building a remarkable and talented workforce that is reflective of the diversity in the City of Toronto. We strongly encourage applications from all qualified individuals, especially welcoming those with diverse intersectional identities who can provide different perspectives and contribute to the further diversification of ideas.

We are committed to inclusive and accessible employment practices. Should you require accommodation at any stage of the recruitment process, we ask you to please make your needs/requirements known.