Job Title | Client Relations Coordinator |
Reports To | Front Office Supervisor |
Position | Full-Time, Permanent (40 hours per week) |
Language | Fluent in English; additional languages are an asset |
Remuneration | $43,680.00 |
Position Summary
The Client Relations Coordinator serves as the first point of contact for clients, partners, volunteers, and visitors at MAGMA. The incumbent is responsible for providing professional front desk and administrative support by responding to inquiries, directing requests to the appropriate department or staff member, and coordinating appointments and bookings.
Working closely with the Front Office Supervisor, the incumbent helps ensure the efficient day-to-day operation of the front office while maintaining high standards of customer service, professionalism, confidentiality, and administrative accuracy.
Core Position Responsibilities
Front Desk Operations & Client Service
- Act as the first point of contact at MAGMA reception, welcoming clients, partners, volunteers, and visitors, answering the main telephone line, responding to general inquiries, and directing requests to the appropriate department or team member.
- Maintain a professional, welcoming, and organized reception environment.
- Provide general information regarding MAGMA programs and services and direct inquiries to the appropriate department, staff member, or communication channel.
- Direct clients, partners, and visitors to meetings, appointments, language classes, CELPIP examinations, and other scheduled activities.
- Monitor the front office email accounts and ensure inquiries are routed appropriately.
- Identify and escalate urgent, sensitive, or operational concerns to the Front Office Supervisor.
- Coordinate with internal departments to facilitate the timely routing of inquiries, appointments, and requests.
Administrative Support
- Monitor office supply levels and advise the Front Office Supervisor when replenishment is required.
- Order approved office supplies and operational materials in accordance with organizational procedures.
- Receive, sort, and distribute incoming mail, courier packages, and deliveries, and notify staff when items are available for collection.
- Maintain reception resources, forms, brochures, and informational materials.
- Provide administrative support to facilitate efficient front office operations.
- Communicate operational issues, recurring inquiries, and administrative concerns to the Front Office Supervisor.
Required Skills & Qualifications
- High school diploma or equivalent; post-secondary education in Office Administration, Customer Service, or a related field is considered an asset.
- Previous experience in a reception, administrative support, customer service, or front-office environment.
- Strong customer service, interpersonal, and communication skills.
- Excellent organizational skills and attention to detail.
- Proficiency with Microsoft 365 and other office technology.
- Ability to manage multiple priorities in a fast-paced environment.
- Ability to handle confidential information with discretion and professionalism.
- Ability to work effectively with individuals from diverse cultural and linguistic backgrounds.
NOTE: This job description is not intended to be all-inclusive. Employee may be expected to perform other related duties to meet the ongoing needs of the organization.
MAGMA values the diversity of the people it hires and serves. Diversity at MAGMA means fostering a workplace where individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person's talents and strengths. In alignment with these values, diversity within departmental teams may be considered as one of several factors in the hiring process, alongside qualifications and experience.
