Operations and Client Services Administrator

Duties and Responsibilities: Reception & Switchboard Management:

• Answer all incoming calls professionally and courteously. • Ensure calls are transferred to the correct department promptly. • Take accurate messages and communicate them to relevant employees. • Follow up on messages where necessary. • Welcome all visitors in a professional manner. • Manage visitor sign-in procedures. • Ensure reception area is maintained in a professional condition. • Coordinate visitor refreshments when required. • Manage reception email enquiries. • Ensure all walk-in customer queries are attended to promptly. • Escalate unresolved matters appropriately. • Maintain positive first impressions of the company. Customer Service & Client Relations:

• Act as first point of contact for customer enquiries. • Log customer queries accurately. • Provide customers with timely feedback. • Follow up on outstanding customer requests. • Maintain excellent customer service standards. • Resolve routine enquiries professionally. • Escalate complex matters appropriately. • Manage customer expectations. • Build and maintain positive customer relationships. • Ensure customer communication is professional and accurate. • Support customer onboarding activities. • Track outstanding customer documentation. Aftersales Administration:

• Manage aftersales process administration. • Log all aftersales cases accurately. • Monitor repair and warranty cases. • Coordinate collection and return processes. • Follow up with suppliers and service providers. • Provide customers with progress updates. • Ensure all aftersales records remain up to date. • Maintain repair trackers. • Monitor turnaround times. • Escalate delayed repairs or unresolved cases. • Generate aftersales reporting as required. • Ensure closure of completed aftersales matters. Operations Administration Support:

• Assist Operations Coordinator with administrative functions. • Maintain operational filing systems. • Capture and update operational records. • Maintain POD records. • Assist with document control. • Prepare operational documentation. • Monitor shared operational inboxes. • Assist with stock administration activities. • Assist with logistics administration. • Track outstanding operational documents. • Support preparation of operational reports. General Administration:

• Maintain electronic filing systems.
• Maintain physical filing systems.
• Assist with tender administration.
• Assist with travel bookings.
• Coordinate meeting arrangements.
• Assist with office management administration.
• Manage stationery reque

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