Customer Service Officer/ Admin Assistant

Department:  Operations                

Immediate Supervisor: Operations Manager

Location: Dubai Office

 

Position Summary:

 

The Customer Service Officer/ Admin Assistant is the focal point of AMIDEAST, serving customers’ needs and cross-sell AMIDEAST services. She/ he is responsible for all customers’ inquires (walk in/ emails and phone calls), provide appropriate solutions and  consistent information on AMIDEAST products and services, takes customer registrations and payments quickly and accurately, and identifies and responds to customer issues or suggestions proactively

 

Essential Duties and Responsibilities

•     Act as the focal point of contact by answering telephone calls, replying to emails, attend to various requests and assist with information to all students, visitors, callers and suppliers. Keep Front Desk area presentable.

•     Follow up with potential course participants to secure registrations for public courses.

•     Collect registration forms and payments for public courses, including generating invoices and receipts and updating the information in training files and ProClass (online database)

•     Assist various departments with some logistics for implementation of various programs including:

o     Booking training rooms, equipment, catering and other arrangements

o     Sending welcome email to course participants

o     Arranging the printing of the course materials and handouts

o     Preparing name badges, Certificates of Accomplishment, and other training materials

o     Assist with any other administration support requested by the departments

•     Responsible for filing & management of various program’s administrative records.

•     Take responsibility for the overall administrative control of the office calendar (including conference room bookings, tracking appointments, vacation, out of office time, meetings & travel);

•     Sort, manage, log and distribute general’s e-mail, including faxes and courier deliveries;

•     handle incoming calls direct them to the appropriate persons;

•     photocopy, scan, fax, enter data, manage files and documents, as required;

•     Research daily newspapers and media articles to stay abreast with competitors and industry trends. Find appropriate third-party articles and posts to share on our own page in accordance with the developed schedule

•     Update of AMIDEAST client database on a daily basis.

•     Assist with creating an inventory system for to manage and track the consumption of textbooks and order new books according to clients’ various needs.

 

 

Other responsibilities

 

•     Arrange hotel reservation, car rentals, and flight bookings for all staff when requested.

•     Printing & arranging materials (hand-outs, flyers, brochures) for different conferences.

•     Monitor & order office stationery and maintain the supplies of paper, letterheads, envelopes etc.

•     Monitor and purchase consumable items such as tea, coffee, tissues etc. and ensure its replenishment in the cupboard.

•     Assist in sending out invitations, cards and preparing letters and faxes as and when needed.

•     Attend to the meeting requests and calendar of the Country Director.

•     Arrange the bi-weekly staff meeting, minutes taking and follow up of action steps.

•     Assist in presentation material, guests and their schedules as needed

 

Qualifications:

 

•     Proven customer support experience or experience as a client service representative Customer orientation and ability to adapt/respond to different stakeholders.

•     Excellent communication and presentation skills

•     Ability to multi-task, prioritise, and manage time effectively

 

Skills:

•     Bilingual (Arabic and English) – Fluency is required.

•     Excellent customer service skills

•     Strong verbal and written communication skills

•     Ability to work independently and to take initiative in a proactive, results-oriented manner

•     Ability to work within deadlines and frequently shifting priorities

•     Strong computer skills, specifically with MS Office Suite, in particular Excel, and ability to master other software quickly

•     Ability to work in a professional, cooperative manner with colleagues and clients

•     Ability to work independently and to take initiative in a proactive, results-oriented manner

•     Ability to work within deadlines and frequently shifting priorities

•     Attention to detail

•     Willingness to accept new assignments enthusiastically, openness to learn and to apply information gained to better support AMIDEAST staff

•     Displays enthusiasm and self-confidence

 

Required

 

•     A bachelor's degree in finance, accounting or a related field.

•     5 – 7 years of working experience in a related field.

 

 

Preferred:

•     Minimum five years’ experience in Customer Service/ Sales and Marketing role in Educational Institute.

 

 

This job description is not intended to be all-inclusive, and the employee will also perform other reasonable related business duties as assigned by the immediate supervisor and other management when necessary.  AMIDEAST reserves the right to change duties and responsibilities as needed.  This position description does not constitute a written or implied contract of employment.

 

To apply, please send your CV to: uae.info@amideast.org