Front Desk / Administrative Assistant
Vancouver Premier College
Vancouver, BC

Established in 1998, Vancouver Premier College of Hotel Management (VPCHM) has been dedicated to providing professional hospitality education to students from around the world.

Vancouver Premier College is currently looking for a Full Time Front Desk / Administrative Assistant to join our team. The ideal candidate will start mid November at our Broadway Campus but later move to our new location in Richmond in January 2020.

Reporting to the Executive Director & Registrar, the Front Desk / Administrative Assistant will provide assistance to various administrative departments while being the face of VPC and welcoming our guests and students.

Open College (when applicable)

  • Open doors
  • Turn on lights, office equipment, and display TV
  • Ensure all areas are tidy
  • Unlock filing cabinets

Close College (when applicable)

  • Lock filing cabinets, ensure all keys are returned to key cabinet and lock the key cabinet
  • Turn off office equipment, display TV and lights and ensure the coffee machine is off
  • Lock all doors and set alarm

Greet Visitors and Answering Phones (when covering front desk)

  • Greet visitors and notify the meeting party or direct to appropriate staff
  • Ensure the front desk is covered at all times
  • Answering calls and direct them to appropriate staff and/or to voicemail, if necessary
  • Take accurate, legibly written messages when necessary, and distribute promptly, if voicemail is not an option
  • Be the face of VPC and provide exceptional service

Security and Safety (when covering front desk)

  • Ensure visitors do not go beyond the reception area unless accompanied by a College staff member
  • Monitor key cabinet and ensure that all keys are returned promptly
  • Coordinate fire drill with the Faculty Coordinator
  • Ensure first aid kits are properly stocked

Maintenance (when applicable)

  • Be in charge of basic troubleshooting, repair & maintenance issues for office equipment such as phone system, photocopier, printers, fax machines, postage meter, etc. and
  • Be in charge of ordering office supplies and ensure proper amount of stock is maintained
  • Ensure front desk is properly stocked with commonly required documents, forms, information sheets, and office supplies such as letterhead and envelope etc.
  • Keep lobby, reception and around areas tidy, attractive, and functional
  • Keep kitchen area and storage room tidy and ensure contents have easy access
  • Keep all office and current student filings organized and functional
  • Maintain student locker rental records and ensure all in-use lockers are paid for and cleaned out during break time
  • Call landlords, plumbers or workers for maintenance work as requested by staff or noticed as needed in nightly lock up- keep a log of any maintenance issues and work done

Assistant to the Registrar

Graduation:

  • Assist Registrar in graduation ceremonies
  • Prepare grad documents
  • Prepare transcripts, report cards, and honour roll certificates

Student Records

  • Create class lists, and updating them as needed
  • Keep accurate records in the Registrar and Access
  • Collect missing documents and keep student files organized
  • Coordinate WorldHost class lists, printing certificates and liaise with WorldHost
  • Issue student documents (such as late/absent slip, Letter of Acceptance, Confirmation of Attendance, transcripts, report cards, etc.) and get registrar’s signature as needed

Fee Transactions

  • Process payments and issue manual receipts, when required
  • Ensure cash boxes are balanced on daily basis and clear it out with the account on a weekly or monthly basis as required

Orientation:

  • Ensure there is enough supply of student policy booklets
  • Organize text book sales including preparing textbook claim sheets and organize textbook room

Assistant to Admissions Executives

  • Processing Student Applications
  • Assisting with admissions process
  • Uploading documents into student information system

Student Services

  • Provide study permit application package
  • Provide medical insurance package
  • Answer general queries

General Office Help

  • Book appointments and arrange meeting times as required
  • Type up evaluation/survey summaries and letters as required
  • Provide textbook quantities at the last day of each month
  • Buying cards/gifts and/or organizing activities for staff event such as birthday, welcoming, farewell, etc.
  • Other assigned duties as required

Other Requirements

  • Available to work as early as 9am and as late as 7pm Monday to Friday
  • Administrative experience required
  • Previous education or experience in the Hospitality Industry an asset
  • Ability to multitask with high attention to detail
  • Excellent verbal and written communication skills
  • Exceptional time management skills
  • Professionally presentable

Job Types: Full-time, Permanent

Experience:

  • Administrative Support: 1 year (Required)
  • hotel: 1 year (Preferred)