Learning Tree International Receptionist/Customer Service Representative in Ottawa, Ontario

Job Summary

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.

Responsibilities

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.

Qualifications

  • 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.

# of Openings 1

Category Administrative/Clerical