Administrative Officer

The core responsibility of the Admin & Front Desk is to ensure customers receive exceptional service and offer support to the business managers. The Officer is the first point of contact for all walk-in and calling customers; answering basic queries made by the clients pertaining to the JOB Distributors service offering and offering administrative support to company manager.

KEY DELIVERABLES

• Administrative reports
• Front Desk Service
• Communication and customer support

KEY RESPONSIBILITIES

Front Desk Management 

Provides a seamless front desk service in line with the JOB Values 

• Ensures hygienic standard of office and welfare provision for staff and walk-in customers 
• Speaks with professional knowledge and confidence on JOB offerings using clear, concise
•  sentences and projects a positive image of the business.
•  Maintains a neat appearance and reception manage front desk space and traffic and readily stocked with refreshments.
• Receive and direct telephone calls, relay conversation and pertinent messages to staff while maintaining accuracy, clarity and confidentiality. 
• Maintain a weekly query and complaint log with resolved actions documented for improvements to the operational efficiency. 
• Create appointment schedules for the clients and staff; in addition coordinates on and offsite meeting space, interviews, weekly and monthly presentations and /or trainings and may be required to take meeting notes. 
• Schedule and support in the administration of all interviews and ensuring compliance to the JOB recruitment process. 
• Function as the receiver of official documents and other correspondence addressed to the office. The officer transfers pertinent client information to the respective user department and or individual in an accurate and timely manner while maintaining confidentiality of all information.

 
Administrative Support (work with: Business Managers) 

• Support the JOB Business service delivery on stock balancing and over all staff welfare inclusive travel arrangements and facilitations.
• Provide reliable messenger services through delivery of in-house and offsite correspondence 
• Organizes necessary business travel arrangements, supplies orders and reporting on office stock status. 
• Assists with data entry to the databases for both client and candidate systems. 
• Develop and maintain a filing system.
• Order office supplies and research new deals and suppliers
• Maintain contact lists for both clients and staff
• Submit and reconcile expense reports
• Offer direct and Indirect support to the Department Managers

Communication and Customer support 

Relaying JDL’s brand and the best experience to online shoppers.

• Implement the JDL’s Communications Strategy 
• Acquire, select, organize and distribute information in printed form and other media
• Update JDL activities on the website and other social media platforms;
• Continuously identify highlights of JDL activities for flagging as breaking news on media platforms
• Respond to customer inquiries and resolve their issues via email, phone, or chat.
• Assist Online customers with placing orders, tracking quotations and  providing information.
• Collaborate with other departments, such as sales and marketing, to ensure timely and accurate customer needs fulfilment including product information.
• Maintain accurate records of customer interactions and transactions.
• Continuously improve customer service processes and procedures by monitoring electronic business channels.
• Meet and exceed customer satisfaction goals and performance metrics
  

1. Strong work ethic, giving special attention to effective customer management 
2. Professional, organized and can prioritize to execute multiple tasks quickly 
3. Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction; 
4. Alert, highly adaptable and an individual with a positive demeanor 
5. Attention to detail 
6. High integrity and honest 
7. Ensures maximum confidentiality of all company information 
8. Remain flexible and work additional hours when required.