Receptionist

ORGANIZATION SUMMARY

kʷikʷəƛ̓əm First Nation are a distinct BC First Nation whose traditional territory centers on the Coquitlam Lake Watershed and the surrounding areas. kʷikʷəƛ̓əm draw our name “Red Fish Up the River” from a run of sockeye salmon that once flourished in the Coquitlam River and Coquitlam Lake prior to the construction of the Coquitlam Dam. Our name reflects the strong connection our people have always had to our lands, and the river and lake at the heart of our traditional territory. The traditional language of the kʷikʷəƛ̓əm people is hən̓q̓əmin̓əm̓, previously Downriver Halkomelem. Our people descended from Elders who were renowned as spirit and winter dancers, skilled canoe builders, and master sturgeon and salmon fishers. The Nation is committed to building a strong, self-governing Nation that honours our rich culture, language, and history and is based on ancient Coast Salish laws and protocols. Today, as in the past, we are guided by the teachings of our ancestors to be stewards and guardians of our lands and waters for past, present, and future generations.

Job Summary

The Receptionist / Community Services Receptionist provides front-line reception and general administrative support to the KFN Administration Building and serves as an important link between KFN Members, employees, leadership, departments, and external stakeholders.

The position requires exceptional interpersonal and communication skills and the ability to interact effectively with individuals from diverse backgrounds and circumstances. The Receptionist must be approachable, professional, respectful, and able to remain calm and solution-focused when dealing with difficult, sensitive, or urgent situations.

The Receptionist is also responsible for maintaining current staff and departmental contact information, supporting the flow of information throughout the Administration Building, supporting basic office operations, and ensuring visitors and community members are directed to the appropriate resources.

The successful candidate will demonstrate initiative and the ability to work independently while recognizing when an issue should be referred to the Office Manager, appropriate department, senior management, or Chief and Council.

Job Responsibilities

• Serve as the primary reception contact for KFN Members, employees, Elders, Chief and Council, visitors, service providers, business representatives, and the general public, providing a professional, respectful, friendly, and culturally appropriate welcome.

• Greet visitors, determine the purpose of their visit, provide general information within the scope of the position, and direct individuals to the appropriate employee, department, service, meeting area, or resource.

• Provide additional assistance to Elders, individuals requiring accessibility support, and visitors requiring assistance navigating the Administration Building.

• Respond to in-person and telephone inquiries, direct calls, take accurate messages, assist with connecting callers to employees, and determine when matters require transfer or escalation.

• Recognize and appropriately escalate complaints, sensitive matters, unusual situations, safety concerns, and requests outside the authority of the position to the Office Manager or appropriate designated authority.

• Maintain awareness of employee and leadership availability while protecting privacy and confidentiality and not disclosing unauthorized personal information, schedules, whereabouts, or contact information.

• Maintain visitor awareness and follow KFN procedures relating to building security, emergencies, evacuations, and other safety requirements.

• Receive, sort, date-stamp, record, and distribute incoming mail, correspondence, cheques, and courier items; process outgoing mail and courier items and maintain required records.

• Maintain strict confidentiality when handling cheques, documents, correspondence, Member, employee, leadership, financial, operational, and other sensitive information, and report suspected privacy or confidentiality breaches

• Maintain current employee and departmental directories, reception records, spreadsheets, forms, bulletin boards, and other administrative information.

• Monitor reception, office, hospitality, and stamping supplies; submit supply requests and advise the Office Manager of replenishment or equipment needs.

• Maintain reception hospitality, including preparing and offering coffee, tea, refreshments, and other hospitality items for Elders, visitors, community members, and meetings as required.

• Ensure common reception equipment, including the photocopier, is operational and report issues as required.

• Support KFN meetings, community events, gatherings, activities, and community emergencies when reception support is required.

• Build respectful and professional relationships with KFN Members, employees, leadership, Elders, community partners, and visitors.

• Provide reception coverage, communicate reception procedures to replacement staff, and attend required meetings, training, workshops, orientation, and professional development.

• Assist the Office Manager with administrative and operational tasks and perform other reasonable duties within the scope of the position as assigned by the Office Manager, Chief and Council, or their designate.

• Follow all KFN policies, procedures, workplace standards, confidentiality requirements, and applicable privacy and safety requirements.

QUALIFICATIONS AND EXPERIENCE

Education

· Completion of secondary school is required; a High School Diploma or GED is preferred.

· Post-secondary education or training in Office Administration, Business Administration, Customer Service, Communications, or a related field is considered an asset.

Experience

· Previous experience in reception, customer service, office administration, community services, or a similar front-line position is required.

· Experience working in a First Nation, Indigenous organization, government, non-profit, or community-based environment is highly desirable.

· Experience working directly with community members or providing public-facing services is strongly preferred.

· Experience handling confidential information and sensitive inquiries is an asset.

Technical Skills

· Proficient in Microsoft Office 365, MS Teams, and Adobe Acrobat.

· Strong computer literacy and ability to learn KFN systems and administrative processes.

· Strong typing and data-entry skills; a minimum typing speed of 60 words per minute is preferred.

· Ability to maintain accurate spreadsheets, directories, records, and filing systems.

· Ability to operate standard office equipment, including telephones, photocopiers, scanners, courier and stamping equipment.

Skills/Abilities/Knowledge

· Excellent verbal and written communication skills.

· Strong interpersonal and customer-service skills.

· A welcoming, respectful, and community-oriented approach.

· Strong organizational and time-management skills.

· Ability to manage multiple priorities and frequent interruptions.

· Ability to work independently with minimal supervision.

· Strong attention to detail and accuracy.

· Ability to exercise sound judgment and discretion.

· Ability to maintain confidentiality.

· Tact, diplomacy, patience, and professionalism when dealing with sensitive or difficult situations.

· Ability to remain calm and professional under pressure.

· Strong problem-solving and referral skills.

· Ability to recognize matters that require escalation.

· Ability to establish positive working relationships with employees, Members, leadership, Elders, and external stakeholders.

· Commitment to respectful and culturally appropriate service.

· Appreciation for Indigenous cultures, traditions, values, and community relationships.

· Demonstrated reliability, punctuality, and consistent attendance.

Job Competencies

· Demonstrates a collaborative approach and actively contributes to a positive and productive team environment.

· Builds and maintains strong, respectful interpersonal relationships across all levels of the organization.

· Exhibits perseverance and resilience when navigating challenges and adapting to change.

· Takes accountability for responsibilities and consistently delivers results in alignment with organizational goals.

· Maintains a strong customer focus by understanding needs and delivering responsive, high-quality service.

· Acts with authenticity, transparency, and integrity in all interactions and decision-making

Other requirements

· Valid driver’s license, personal vehicle and the ability to travel from time to time.

· Overtime, weekend and evening work as may be required from time to time.

· Commitment to confidentiality, integrity and community service

· Satisfactory criminal record check

This is a great opportunity to contribute during an exciting time of growth and change within the Kwikwetlem Nation and to be part of a team that creates a place that supports growth and promotes the values of the Kwikwetlem people. If this opportunity matches your values, education, and experience, please submit a cover letter indicating your salary expectations and a resume.

We thank all applicants for their interest; however, we will contact only short-listed candidates.