Front of House & Student Wellness Support
Reports To: Chief Operating Officer (COO)
Secondary Support To: Administrator & Student Coordinator
Location: ITPS (Canada) Ltd., London, Ontario
Employment Type: Full-time, On-Site
Salary Range: $50,000 - $60,000 per year (commensurate with experience)
Position Status: Existing position / Vacancy resulting from employee transition
Position Overview
The Front of House & Student Wellness Support plays a key role in maintaining ITPS’s professional image and operational excellence. This position provides administrative, front-of-house, and wellness support to ensure smooth daily operations, a safe and welcoming environment, and a positive experience for all students, staff, and visitors.
The successful candidate will combine strong organizational and interpersonal skills with professionalism, initiative, and attention to detail, contributing to the seamless functioning of ITPS facilities and the well-being of its community.
Key Duties and Responsibilities
Front of House Operations
- Provide professional front-line service to students, staff, and visitors, ensuring a courteous and welcoming environment.
- Be available to students for questions or concerns, assisting with directions, guidance, and referrals as required.
- Greet and assist guests, visiting instructors, and delegations; coordinate hospitality, catering, and logistics for meetings and VIP visits.
- Handle incoming and outgoing mail, courier deliveries, and shipments.
- Order and maintain stock of office and hospitality supplies (coffee, tea, water, paper, etc.), as well as ITPS-branded materials and student support resources. This includes:
- Supporting student settlements, and assisting with relocations, transportation, logistics, onboarding, and the booking of International Student insurance policies.
- Ordering and maintaining inventory of ITPS staff apparel and branded items (shirts, hats, patches, etc.).
- Managing stock of ITPS student materials, including Canada and Graduation patches, graduation items, and name tags for the instructor team.
- Printing and preparing diplomas and certificates for graduation and course completion.
- Performing other related tasks as required to ensure availability of materials and smooth operational support.
- Monitor building cleanliness and presentation, ensuring all areas reflect ITPS standards of professionalism.
- Report required repairs or maintenance issues promptly to the COO or Executive Assistant.
- Coordinate food orders and service arrangements for meetings, training sessions, and events.
- Activate and assign key fobs for all new students and employees; maintain accurate access control records.
- Understand and assist with the fire panel, fire drills, and emergency procedures to support building safety and compliance.
Administrative & Operational Support
- Assist with travel and accommodation bookings for students, staff, and guests as required.
- Prepare and send invitation letters for visiting lecturers, sponsors, or guests upon request from the management team.
- Maintain accurate filing systems in accordance with ISO 9001 and PIPEDA standards.
- Liaise with HR, Registrar, and Operations teams to ensure alignment on scheduling, travel, and student or guest requirements.
Student Wellness Support
- Serve as a first point of contact for student well-being concerns and connect individuals with appropriate resources, including the Employee/Student Assistance Program (EAP).
- Promote student engagement and wellness initiatives through communication, orientation activities, and awareness programs.
- Support international student adjustment and foster a positive, inclusive, and professional campus environment.
- Maintain confidentiality and discretion in all interactions.
Qualifications and Skills
- Post-secondary diploma or certificate in Office Administration, Student Services, or related field.
- Minimum 2 years of experience in administration, hospitality, or student services, ideally in an educational or technical environment.
- Exceptional interpersonal, communication, and organizational skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with access control or scheduling systems is an asset.
- Ability to prioritize effectively and adapt in a fast-paced, multicultural environment.
- Demonstrated professionalism, discretion, and attention to detail.
Working Conditions
- On-site position, Monday–Friday, with flexibility for special events or delegations as required.
- Frequent interaction with students, staff, and guests in a dynamic, multicultural academic environment.
- Requires professional dress and demeanor consistent with ITPS standards.
Artificial Intelligence Disclosure
ITPS (Canada) Ltd. may utilize artificial intelligence (AI) tools to assist in the recruitment and selection process, including the screening and evaluation of applications. All hiring decisions are ultimately reviewed and made by qualified members of the ITPS management team.
