Admin & Receptionist

1 week ago

Ashford, Kent, United Kingdom HCL Full time

Front Desk Receptionist

Overall Objective of the role

  • To greet all customers and visitors to the dealership in a professional and courteous manner.
  • To ensure the switchboard is answered efficiently and courteously at all times.
  • Booking customers
  • Taking customer details and updating databases (Managing customer systems)
  • End to end call management including transferring to relevant departments
  • Managing posts and incoming invoices
  • Taking payments
  • Ordering from regular suppliers (as an when needed)
  • Taking customer feedbacks
  • Supporting routine and nonroutine task on an adhoc basis

KEY TASKS AND RESPONSIBILITIES

  • To greet all customers and visitors whether by phone or in person in a professional and courteous manner.
  • To ensure switchboard is answered promptly and courteously at all times, ensuring that an apology is given to the caller should this objective not be met and that continued communication is maintained with the customer should they be placed on hold.
  • To ensure switchboard is manned at all times.
  • To ensure that messages taken are accurate and passed on to the relevant personnel promptly.
  • To ensure all calls are correctly qualified.
  • To ensure that the Reception and Customer Waiting Areas are kept in a clean and tidy condition.
  • To ensure refreshment is offered to any customer seated in the Customer Waiting Area and to that there are sufficient funds available to do so.
  • All sickness and holiday absences to have necessary cover by ensuring that each member of the Reception Team are able to contact each other outside of working hours if necessary, providing total cover at all times.
  • To ensure all incoming post is opened apart from private and confidential correspondence, date stamped and distributed to line management.
  • To ensure all outgoing post is franked and ready for collection by Royal Mail, including any recorded/registered deliveries and that all letters other than mailshots are recorded in post book.
  • To update the internal telephone list for the dealership when required and distribute as necessary.
  • Typing of general correspondence when requested.
  • To be responsible for one's own safety and that of all employees and visitors to the dealership.
  • To undertake any additional tasks, responsibilities, or assignments as requested
  • To ensure internal mail is distributed accordingly and that arrangements are made for internal post to be delivered to other branches
  • To ensure that parcels or any items received by either registered or recorded post are signed for by the recipient when distributing to a member of staff.
  • To ensure all faults relating to photocopiers and fax machines are reported to the relevant supplier and logged in the reception diary.
  • To carry out training on the company's telephone and postal system to new starters to the company.
  • To assist with mailshots when requested within time frame given.

KEY REQUIREMENTS

  • Previous work experience as a receptionist in UK or Europe
  • Flexible to work Saturday
  • Able to commute and open the showroom
  • Computer proficiency
  • Team Player
  • Able to handle pressure and work with diverse teams
  • Quick learner and able to provide practical solutions
  • Personable and can forumulate professional relationships
  • Understanding of motor trade would be desirable but not essential
  • Must of right to work in UK this job will not be offered any sponsorship

KEY COMPETENCIES

Personal Qualities

  • Empathy and tolerance
  • Ethical behaviour
  • Responsibility
  • Openmindedness

Personal Qualities

  • Selfconfidence
  • Customer orientation
  • Professional appearance
  • Team player
  • Communication skills
  • Proactive approach

Customer Focus

  • Approach every situation with a desire to understand and deliver
  • Listen effectively and communicate clearly
  • Use every contact with the customer to build a relationship

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