Senior Customer Relations Assistant Full Time

Job Description
Job PurposeSupervise day to day reception and Office Assistants operational activities and oversee the day-to-day operation and ensure services provided up to the company’s expectation.The role is to ensure that all DP World guests and VIP visitors to Corporate Head Office as well as callers to the reception, are provided with prompt assistance and cordial attention.This role is also to coordinate and handle various administrative tasks including but not limited to office stationery and grocery administration to support smooth office operations. The front desk is a sensitive post that reflects the first image of DPW Head Office.Key AccountabilitiesBuild relationships with internal and external customers towards the efficiency of the reception area.Maintain accurate records of discussions or correspondence with Customers.Guide and lead team members (office Assistants) to deliver products/services that meet or exceed the standard requirementsManage and train resources to ensure quality and consistency of service to customers.Monitoringwork of maintenanceandhousekeepingto ensure all the maintenance is completed on request and no pending orders – maintenanceoccurringin reception, conference rooms, corridors, washrooms. Inform the relevant departments as required.Closely liaise with service providers to tackle any issues and escalate as needed to manager.Supervise and monitor on office supply and monitoring on monthly orders, expenses, usages and analysing the expenses periodically.Control, track of all inventory related to office groceries, stationery and equipment, conduct asset verification for pantry equipment and printer equipment.Ensure the availability and suitability of options for new purchasesis examined and determined calculating and comparing costs for required goods or services to achieve maximum value for expense.Provide supervision for Office Assistants performance on day-to-day basis such as setting daily goals clarifying expectations and providing frequent guideline and feedback for an effective performance.Greet and welcome visitors and VIP guests offering information and assistanceAnswer incoming calls promptly, courteously and in a professional wayAssist in organising transfers for visitors if required and re-confirm booking of conference room etc.Anticipate the need for taxis and follow up in order to avoid delaysReceive couriers and mails and dispatch them accordinglyMaintain cleanliness in the reception area and lobby at all timesBe aware of local emergency and other business units telephone numbersAssist visitors who require assistance with the business centre. Provide walk in guests with guidance and information of the companyUpdate the telephone directory and listing for head office staffAssist the department with administrative and clerical support as requiredBe prompt and punctual in performing duties and maintain appropriate standards of conduct and professional appearance.Awareness, adherence and implementation of company policies and procedures.Maintain all department information confidential and secure.Respond to work requests from department staff in a timely and accurate manner. Perform data collection, analysis and reporting to support Manager for decision making purposes.Draft letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested.Maintain positive working relationships with department staff and customers.Promote and demonstrate positive behaviours in harmony with DP World’s Principles, values and cultureEnsure that the highest levels of safety are applied in all activities.Understand and adhere to DP World’s Code of Conduct and Ethics policiesPerform other related duties as assignedQualifications, Experience and SkillsDiploma or High School Certificate4 years experience in handling Front desk/ Customers or other related functionExcellent communication skills (verbal and written)Strong customer service orientation and excellent interpersonal skillsAbility to priorities and multitaskDiscretion and confidential approachAbility to work alone as well as within a team environmentAbility to effectively manage workload and time in order to meet constantly changing demands of the jobStrong attention to detail and follow-up skillsCultural awareness and sensitivities to deal with varied nationalities and cultures