Front Office Coordinator

Position Objective:  

The front desk coordinator is the first line of contact for all clients whether virtually or in person. In terms of external stakeholders, the position is responsible for imparting correct information to an initial request regarding a product or a service and connecting the concerned party to the right department. Within the organization, the incumbent is responsible for smooth appointment processes and overlooking the general upkeep of the office. 

Roles/Responsibilities:

• Greet everyone who enters the office ensuring a positive interaction that reflects well on the organisation
• Register walk-in clients into the organisation’s CRM system and assist them with the process if required to ensure accuracy of the data entered
• Direct clients to the appropriate consultant or department in the organisation
• Attend incoming calls, provide basic information about Aussizz products and services and ensure accurate internal call transfer when required
• Be mindful of security, essentially acting as “eyes and ears” of the facility in terms of reporting any suspicious behaviour and keeping tabs on customers’/employees’ enter and exit activities
• General clerical duties such as sorting mails, signing for packages, filing important documents, updating calendars, scheduling meetings
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Order front office supplies and keep inventory of stock
• Participate in relevant training and development activities as an effective team member

Key Behavioural Competencies:

• Approachable, energetic and friendly disposition
• Phone manner call waiting
• Accurate basic knowledge of products, services, departments, address etc
• Keep up to date with existing and new employees
• Maintaining Call Quality and Compliance at 100% at all times
• High calibre work ethic and customer service to be upheld at all times while performing the above tasks

Qualifications:

• Graduate in any discipline (essential)

Experience:

• A minimum of 2 years’ experience working in a client centric, fast-paced environment

Skills:

• Intermediate to advanced Microsoft office (Word, Excel, PowerPoint and Outlook) and Adobe skills
• Highly organized with strong attention to detail
• Strong customer service skills
• Excellent counselling skills including the ability to build rapport and make the client feel heard .

(The Position Description is intended to be a general representation of the responsibilities and requirements of the role. However, the description is not all inclusive and responsibilities are subject to change and evolve over time.)