We are seeking an
Administrative and Customer Service Officer
to join our team. This role involves managing visitor reception, handling incoming phone calls, maintaining visitor records, and ensuring a professional and welcoming reception environment. It also includes managing incoming and outgoing correspondence to ensure efficient distribution in a dynamic and professional workplace.
Key Responsibilities
Greet and welcome visitors in a professional and friendly manner and direct them appropriately based on their needs.
Answer incoming phone calls and transfer them to the relevant departments.
Maintain accurate and up-to-date visitor logs for proper tracking and record-keeping.
Ensure that reception and meeting areas remain clean, organized, and presentable at all times.
Manage incoming and outgoing mail and correspondence, ensuring smooth and efficient distribution.
In addition, the role includes customer service, order management, accounts receivable follow-up, record keeping, and general office administration, contributing to the overall efficiency of the department.
B. Customer Service
Respond to inquiries via WhatsApp, website, and social media platforms in a timely and professional manner.
Provide pricing information in accordance with approved price lists.
Prepare and send quotations using validated pricing lists.
Escalate technical questions and non-standard requests to the relevant departments.
C. Order Administration
Accurately record customer orders.
Maintain an up-to-date order register for effective tracking.
Prepare delivery notes and ensure their accuracy.
File and update all delivery-related documentation.
Follow up on pending documents to ensure timely processing.
D. Accounts Receivable Follow-Up
Maintain a debtor tracking register for effective financial monitoring.
Contact customers prior to payment due dates to ensure timely settlement.
Follow up on overdue balances and remind relevant clients.
Escalate significant unpaid accounts to management for further action.
Maintain a detailed record of all collection activities.
E. Filing & Records Management
Maintain up-to-date records of clients, suppliers, employees, quotations, delivery notes, and correspondence.
Organize all files efficiently to ensure easy access and optimal document management.
F. Office Administration
Monitor office supply levels and reorder when necessary.
Issue purchase or replenishment requests as needed.
Coordinate with service providers to ensure smooth office operations.
Maintain updated administrative records to support efficient office management.
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