The Customer Service Officer - Reception (CSO) is part of the organisation's Corporate Services Team and is the first point of contact for client enquiries and incoming calls. The primary role is to manage our reception center. The CSO will support the Office Manager through a variety of tasks related to organisation and communication. This position will perform the full range and a wide variety of administrative support services to ensure effective and efficient day to day operations across the organisation.
Key accountabilities:
Serves visitors by greeting, welcoming, and directing them appropriately.
Notifies company personnel of visitor arrival.
Informs visitors by answering or referring inquiries.
Maintains security by following procedures, monitoring logbook, and issuing visitor badges.
Operates telecommunication system by following manufacturer’s instructions for house phone and console operation.
Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs within the office.
Contributes to team effort by accomplishing related results as needed.
Where appropriate, resolve problems in the first instance to ensure internal and external client satisfaction.
Liaise with Administration Team Leader (Rowena) to address technology issues as required
Look after day-to-day booking systems of meeting rooms
Effectively collaborate with team members to ensure that the administration functions of the organisation are operating effectively and efficiently, while maintaining a harmonious team environment.
Ensure personal safety and have a positive attitude towards a work-life balance Perform other duties as assigned.
Desired Skills and Experience
ESSENTIAL REQUIREMENTS
Minimum 2 years' experience in reception or similar role.
Excellent interpersonal, communication (verbal and written) and client service skills.
Professional phone manner.
High level application skills in the use of Microsoft Office programs.
Attention to detail and high level of accuracy.
Working knowledge of emailing, researching, faxing, photocopying, scanning, filing and other reception duties.
Knowledge of office management systems and procedures.
Well-developed organisational skills.
Excellent time management skills and ability to multitask and prioritise work.
Stress management skills.
Ensure confidentiality and discretion to all service matters and staff/client information.
YOUR KEY ATTRIBUTES FOR THE ROLE
Resilience and Courage
Always be calm and act constructively in highly pressured and unpredictable environments;
Give direct & honest responses;
Accept criticism of own ideas and respond in a thoughtful and considered way;
Continue toward goals in the face of difficulty and adversity. Orientation and Self Management
Maintain focus on goals;
Independently pursue business objectives in an organised and efficient manner;
Priortise work tasks to meet job responsibilites;
Minimise work flow disruptions to complete high quality work within a specified time frame.
Good communication and listening skills to ensure professionalism and correct information is provided. Flexibility
Adapt effectively to changing plans and priorties;
POSITION DESCRIPTION
Ability to handle multiple tasks at once. Self-Discipline
Use the Outlook Calendar to manage all appointments and share the calendar with the Aged Care Services Manager if requested
Manage work time appropriately to fulfil all areas of responsibility
Take all appropriate breaks and follow organisational procedure on Annual Leave, Flexi time and Staff whereabouts
Act in accordance with organisational Policies and Procedures and Code of Conduct
