Customer Services Team Member

**Optimum Movement**

**Customer Services Administrator**

As a Customer Services Administrator, you will be representing the company as the first point of contact for clients and other stakeholders. You will be responsible for positively shaping the interaction that clients have with the company, ensuring that you provide excellent customer service through all means of communication. You will look after a range of administrative duties including organising a complex diary management system to ensure the smooth operations of the 4 clinics.

**Performance indicators**

**1. Managing the Phones**

You are responsible for conducting effective call screening, directing calls and accurate message taking. A high degree of customer service is required for all calls. All message details are taken accurately and ensure that they are followed up accordingly.

**2. Diary Management**

You are responsible for the accurate timetabling, use of correct service codes and diary management as per the therapist instructions for their diary.

**3. Client Management**

**4. Practice support**

Assist with stationery and stock inventory and reordering. Assist with maintaining services provided to the practice i.e. IT/equipment/cleaning etc. via appropriate stakeholders and contractors. Ensure that communication is provided to ensure that all maintenance services have mínimal impact to the practice operations.

**5. Daily payment reconciliation**

Run payment report in Nookal and ensure it balances with EFTPOS terminal report & Medipass. Assist with ensuring accurate petty cash records are maintained. Assist with accurate reporting of sales.

Conducting the proper scanning, e-filing, and distribution to the appropriate individual. Ensure that all correspondence is managed and followed up within a 4 hours window of receiving it.

**7. Managing office supplies, amenities and other item management as required**

Oversee that the proper supply levels are maintained at appropriate levels for all amenities and office supplies. Conduct audits and ensure all orders are within budget required provided.

**8. Data entry and management**

Entering and maintain proper and thorough input of information into software. Data is kept up to date and entered into the system with 100% accuracy.

**9. Maintain the general cleanliness of common areas**

Common areas should be clear of excess debris, kitchen ware, and other as required to maintain a clean appearance in these areas.

**10. Conducting other duties as required**

Other duties are done promptly, efficiently, in duties as required line with company policies and procedures.

**Other roles and responsibilities**
- Ensure that the clinic is fully supported to enable the delivery of quality client care by the practitioners and staff
- Respect confidentiality and privacy of practitioners, directors, staff and clients at all times
- Maintain a cooperative team environment by communicating openly and in a friendly manner, working efficiently and amicably with all members of the clinic
- General reception duties
- Call screening and message taking
- Receiving and directing visitors and clients
- Outgoing - recording and disbursing accurately
- Photocopy and scanning (when required)
- Stationery supplies
- Amenities supplies
- General cleanliness of common areas
- Other ad-hoc activities as directed by management

**Previous experience**

1-2 years’ experience in a similar customer service role
Accurate typing - 40wpm
Computer skills and knowledge
Microsoft Office Suite - Basic / Intermediate
Knowledge and operation of standard office equipment
Current knowledge of clerical and administrative procedures and systems such as filing and record keeping
Strong communication skills - written and verbal
Excellent planning and organising
Ability to effectively prioritizing
Problem assessment and problem solving
Information gathering and information monitoring
High attention to detail and accuracy
Flexibility and adaptability
Strong customer service orientated
Teamwork focus and approach

**Education**

Certificate in Administration or equivalent experience

**Job Type**: Casual

**Salary**: $25.00 - $35.00 per hour

Schedule:

- 8 hour shift
- Flexible hours