Learning Tree International Receptionist/Customer Service Representative in Ottawa, Ontario
The Receptionist/Customer Service Rep reports to the Customer Service/Administration Manager on a day-to-day basis and is responsible for telephone, reception, fulfillment and Education Centre duties along with the role of customer service agent assisting in-class attendees when required and providing general service support.
RECEPTIONIST/GENERAL ADMINISTRATIVE DUTIES:
Greets all Learning Tree attendees/visitors/suppliers entering the office or calling on the telephone.
Welcomes people as they arrive into the office, locates and advises the appropriate staff member of their arrival and if required collect and process basic information.
Answers and directs all incoming telephone calls, responds to basic questions, takes messages and pages people.
Opens, date stamps, sorts and distributes on a daily basis, all incoming mail to the appropriate person/department. Follows-up on all incoming mail for change of address and accuracy.
Responsible for following through with incoming cheques as follows: date stamping, recording the amount, totalling the amount, photocopying all cheques for the regular bank deposit. Once deposit is completed, scans all information and emails to Accounting Department.
Tracks staff attendance and sends daily status report.
Assists with course registration and provides back-up coverage for the Education Centre. Prepares and distributes all outgoing fulfilment/mail packages and/or envelopes.
Directly responsible for the maintenance of the front reception area.
Conductsdata entry, tracking, maintaining information and/or trouble-shooting.
Ensures Ed Centre has sufficient coffee/tea/milk/fruit etc. for attendees and instructors, as well as ensuring student lounge is presentable.
Back-up to Data Entry Invoicing.
Assists HR with travel documentation for Instructors.
Updates our “course board” on a weekly basis.
Organizes course information display for reception counter top so when students arrive they can easily identify what course they are attending.
Ensures security passes are available for all instructors prior to start date of course.
Assists with quality control of paper exams and evals before shipping to US for scanning.
CUSTOMER SERVICE DUTIES:
Assists customers choosing to switch from in-class attendance to remote and informs customer service.
Gathers information from AnyWare students and relays to appropriate individual to troubleshoot.
Gathers information from Instructors seeking assistance to pass on to the technical staff.
Any other related customer service duties as required.
A minimum of one year of college or equivalent receptionist experience in a professional environment.
Friendly, energetic, outgoing and professional.
Superior communication in the English language and excellent interpersonal skills.
Ability to multi-task and prioritize in a demanding work environment.
Organized and efficient, excellent time management skills.
Excellent administrative capabilities and proven ability to work to a fine level of detail.
Proven commitment to high standards in customer service.
Demonstrated ability to be able to work effectively in a team environment.
Computer literacy, including experience with database systems and Microsoft Office Suite.
Ability to communicate in the French Language is considered to be an asset.
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