Job Title
Front Office Supervisor
Reports To
Director of Operations
Language
Fully bilingual in English and French (spoken and written). Additional languages are considered an asset
Remuneration
$47,840 - $52,000
Position Summary
The Front Office Supervisor is responsible for leading front office operations, client service delivery, and office administration to ensure a professional, efficient, and client-focused workplace environment. In addition to supervising front desk staff, the incumbent performs front desk and reception duties and contributes directly to the day-to-day delivery of front office services.
Working closely with other front desk staff, the incumbent helps ensure a positive experience for staff, clients and visitors by responding to inquiries, addressing concerns, and supporting access to organizational services. The incumbent is responsible for maintaining high service standards, operational effectiveness, and the smooth day-to-day functioning of the office.
Core Position Responsibilities
Front Office Leadership & Client Experience
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Supervise, coach, support, and schedule front desk staff.
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Ensure a welcoming, professional, efficient, and culturally responsive experience for clients, visitors, staff, and stakeholders.
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Oversee reception operations, client inquiries, referrals, appointments, and information flow.
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Address client concerns, manage difficult situations, and de-escalate issues while determining when escalation to the Director of Operations is required.
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Monitor front office performance and implement improvements to maintain high service standards.
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Develop, maintain, and communicate front desk policies, procedures, and service expectations.
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Perform front desk duties on a regular basis, including responding to inquiries, greeting visitors, answering phones, processing requests, and providing operational coverage as required.
Office Administration & Operations
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Organize and coordinate office administration systems, procedures, and workflows to support operational effectiveness and efficiency.
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Maintain administrative records, filing systems, and operational documentation.
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Identify opportunities to improve office procedures and implement best practices.
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Prepare reports and track operational activities as required.
Procurement & Inventory Management
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Manage the procurement, inventory, and distribution of office supplies, furniture, equipment, refreshments, and other operational resources.
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Review and approve routine office supply purchases in accordance with organizational policies and budget requirements.
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Monitor inventory levels and ensure adequate stock of required supplies.
Qualifications
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Post-secondary education in Business Administration, Office Administration, Operations Management, or a related field. An equivalent combination of education and experience may be considered.
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Minimum three to five years of progressive experience in office administration, client services, operations, or a related field.
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Demonstrated experience supervising and coaching staff.
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Strong conflict resolution, customer service, and de-escalation skills.
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Excellent organizational, administrative, and time-management skills.
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Strong problem-solving and decision-making abilities.
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Proficiency with Microsoft 365 and office technology.
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Ability to handle confidential information with discretion and professionalism.
NOTE: This job description is not intended to be all-inclusive. Employee may be expected to perform other related duties as negotiated 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.
