Job Title: Customer Service Administrative Assistant Department: Customer Service Job Overview: The Customer Service Administrative Assistant provides essential administrative support to the Customer Service Department, ensuring efficient and effective operations. This role involves a variety of tasks including word processing, filing, handling phone calls, greeting visitors, scheduling, maintaining financial records, and coordinating meetings and conferences. The ideal candidate will possess strong communication and organizational skills and have a solid understanding of MS Office applications.
Key Responsibilities: Administrative Support: Assist the Customer Service Department with daily administrative tasks such as word processing, filing, faxing, and photocopying. Telephone and Visitor Management: Answer incoming calls, direct them to the appropriate personnel, and greet and direct visitors. Scheduling and Coordination: Schedule and coordinate meetings, conferences, and appointments for department staff. Financial Record Keeping: Maintain and update financial records, process invoices, and assist with budgeting tasks as needed. Supply Management: Obtain and manage office supplies, ensuring that the department is well-stocked and organized. Mail Management: Sort and distribute incoming mail and prepare outgoing mail and packages. Special Projects: Assist with special projects as assigned, providing research, administrative, and logistical support. Communication: Maintain open and effective communication within the department and with external contacts, ensuring smooth operations. Required Skills and Qualifications: Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with staff and visitors. Organizational Skills: Strong organizational abilities, including effective time management and the capability to manage multiple tasks simultaneously. Technical Proficiency: Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook). Attention to Detail: High attention to detail and accuracy, especially in financial record keeping and data entry. Customer Service Orientation: A positive attitude and a commitment to providing excellent customer service. Flexibility: Ability to adapt to changing priorities and work well under pressure. Preferred Qualifications: Previous experience in an administrative support role. Familiarity with office equipment such as fax machines, copiers, and multi-line phone systems. Experience in a customer service environment. Work Environment: This position is based in an office setting within the Customer Service Department. It requires regular use of standard office equipment and the ability to perform tasks that may include sitting, standing, and light lifting.
