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Department: Client Relations Department
Role Objective: The role is to provide
coordination and administrative support
Duties
and Responsibilities
Being the Front Office &
Customer Service Assistant-Customer Service Department, you are directly
accountable for:
Customer
Service Management
- Receive & welcome all visitors into the company regardless of whether they are bringing in business or not.
- Receive client requests relied through email and telephone and channel them to the persons concerned. Follow up to ensure that the requests are sorted on a timely manner.
- Ensure that all visitors have a duly filled gate, clearly indicating the time in, the person visited 7 the exit time and that proper records are maintained on the same
- Guide the visitors to the officers whenever they need to go.
- Ensure that company’s magazines & product manuals are always available for the Customers.
- Ensure that all customers/visitors are attended to without delay & that they are not kept waiting for long by constantly prompting the persons concerned.
- Ensure that whenever an officer whom a client wants to see is not available, hand the client over to someone else who does the same duties as the officer.
- Escalate instances that customers’ requests are not responded to as expected.
Administration
Roles
- Receive all mails including letters and distribute them accordingly
- Receive & prepare all outgoing mails including letters.
- Promptly receive with a receiving stamp all official mails with consultation of the Chief Operating Officer on instances where in doubt.
- Ensure that reception office is always neat.
- Ensure that all boardrooms are clean, neat & always ready for use.
- Maintain a schedule of the use of the boardroom.
- Custodian of all reception & boardroom equipment.
- Ensure regular maintenance of fax & photocopying machines, office cameras & biometric machines.
Organizational
Alignment
- Reports to the Customer Relations Manager
- Dealing with employees, visitors & client needs to provide efficient working system
- Academic Qualifications
- Diploma in Front Office Management & Customer Relations/Public Relations or;
- A minimum of 2 years work experience in a similar position from a reputable organization preferably in the ICT sector
Skills and Knowledge Requirement
Interpersonal
skills
- Easy to contact and to communicate and work with
- Exhibits a sense of urgency when necessary
- Good oral and written communication skills
- Ability to issue and explain good instructions
- Working knowledge of computer systems, ability to learn CRM input, retrieval and use
- Understanding of the proper use of Work Orders, priorities and schedules
- Ability to work in a team environment, fully supporting the goals and objectives of the sales, maintenance and operations efforts
Note:
Only those fulfilling the requirements of the positions should email their
detailed CVs, indicating your availability and expected salary. On the Subject line clearly indicate “FRONT OFFICE &
CUSTOMER SERVICE”. E-mail to:
philip@dafinaconsultants.com
