Administrator/Customer Service Associate/Scheduler Coordinator/Documentation and Controller
• Supporting company leadership and supervising administrative department activities for staff members.
• Greeting office visitors and directing them to the appropriate parties.
• Handling basic office tasks, such as filing, delivering mail, answering emails and phone calls, and data entry.
• Coordinating schedules and managing calendars for multiple parties to ensure that activities are properly arranged with no conflicts.
• Making travel arrangements and preparing documents, presentation materials, and facilities for meetings.
• Entering and updating company, employee, and client records.
• Ordering, storing and distributing office supplies.
• Maintaining, repairing, or replacing office equipment.
• Directing, reviewing, and optimizing office operations to increase accuracy, productivity, and efficiency and reduce costs.
• Providing basic bookkeeping services.
• Attending training sessions to grow knowledge of products and to develop customer service skills.
• Resolving phone, walk-in, mail, fax, and email customer inquiries.
• Processing and logging incoming calls into the CRM system.
• Identifying customer needs.
• Forwarding and escalating inquiries to relevant individuals and departments.
• Contacting customers to give them accurate feedback on the progress of their inquiries.
• Providing outstanding customer service.
• Updating customer information as required.
• Maintaining confidentiality of information.
• Performing other duties as the need arises.
• Maintaining and updating schedules, calendars, and agendas.
• Verifying the availability of inhouse and external participants for planned meetings.
• Confirming appointments and arranging meeting venues.
• Sending out reminders of scheduled meetings.
• Rescheduling or canceling meetings in a timeous manner.
• Managing and confirming travel bookings and arrangements.
• Keeping stakeholders informed of project timelines and associated deadlines.
• Answering scheduling queries via email and phone.
• Documenting scheduling processes and keeping records.
• Performing other administrative tasks when required.
• Handling intake, scanning, verification, and storing documents.
• Filing and archiving relevant documentation.
• Retrieving files for other employees and customers when needed.
• Designing templates for documents, file types, and document databases.
• Checking and editing documents for accuracy and compliance.
• Controlling the flow of documents in and out of the department.
• Reporting errors or developments regarding document storage.
• Ensuring the secure destruction and disposal of sensitive documents.
• Updating and maintaining document management systems and physical records.
• Maintaining the security of confidential documents.
• Assisting employees with accessing documents through our document management system.