Senior Customer Relations Assistant

at  DP World

KEY ACCOUNTABILITIES

• Build relationships with internal and external customers towards the efficiency of the reception area.
• Maintain accurate records of discussions or correspondence with Customers.
• Guide and lead team members (office Assistants) to deliver products/services that meet or exceed the standard requirements
• Manage and train resources to ensure quality and consistency of service to customers.
• Monitoring work of maintenance and housekeeping to ensure all the maintenance is completed on request and no pending orders - maintenance occurring in reception, conference rooms, corridors, washrooms. Inform the relevant departments as required.
• Closely liaise with service providers to tackle any issues and escalate as needed to manager.
• Supervise and monitor on office supply and monitoring on monthly orders, expenses, usages and analysing the expenses periodically.
• Control, track of all inventory related to office groceries, stationery and equipment, conduct asset verification for pantry equipment and printer equipment.
• Ensure the availability and suitability of options for new purchases is examined and determined; calculating and comparing costs for required goods or services to achieve maximum value for expense.
• Provide supervision for Office Assistants performance on day-to-day basis such as setting daily goals clarifying expectations and providing frequent guideline and feedback for an effective performance.

General Reception Duties:

• Greet and welcome visitors and VIP guests offering information and assistance
• Answer incoming calls promptly, courteously and in a professional way
• Assist in organising transfers for visitors if required and re-confirm booking of conference room etc.
• Anticipate the need for taxis and follow up in order to avoid delays
• Receive couriers and mails and dispatch them accordingly
• Maintain cleanliness in the reception area and lobby at all times
• Be aware of local emergency and other business units telephone numbers
• Assist visitors who require assistance with the business centre. Provide walk in guests with guidance and information of the company
• Update the telephone directory and listing for head office staff
• Assist the department with administrative and clerical support as required
• Be prompt and punctual in performing duties and maintain appropriate standards of conduct and professional appearance.
• Awareness, adherence and implementation of company policies and procedures.
• Maintain all department information confidential and secure.
• Respond to work requests from department staff in a timely and accurate manner. Perform data collection, analysis and reporting to support Manager for decision making purposes.
• Draft letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested.
• Maintain positive working relationships with department staff and customers.
• Promote and demonstrate positive behaviours in harmony with DP World’s Principles, values and culture
• Ensure that the highest levels of safety are applied in all activities.

• Understand and adhere to DP World’s Code of Conduct and Ethics policiesPerform other related duties as assigned

QUALIFICATIONS, EXPERIENCE AND SKILLS

• Diploma or High School Certificate
• 4 years experience in handling Front desk/ Customers or other related function
• Excellent communication skills (verbal and written)
• Strong customer service orientation and excellent interpersonal skills
• Ability to priorities and multitask
• Discretion and confidential approach
• Ability to work alone as well as within a team environment
• Ability to effectively manage workload and time in order to meet constantly changing demands of the job
• Strong attention to detail and follow-up skillsCultural awareness and sensitivities to deal with varied nationalities and cultures
• 
  Please note that only GCC National applicants will be considered

JOB PURPOSE

Supervise day to day reception and Office Assistants’ operational activities and oversee the day-to-day operation and ensure services provided up to the company’s expectation.
The role is to ensure that all DP World guests and VIP visitors to Corporate Head Office as well as callers to the reception, are provided with prompt assistance and cordial attention.
This role is also to coordinate and handle various administrative tasks including but not limited to office stationery and grocery administration to support smooth office operations. The front desk is a sensitive post that reflects the first image of DPW Head Office.

General Reception Duties:

• Greet and welcome visitors and VIP guests offering information and assistance
• Answer incoming calls promptly, courteously and in a professional way
• Assist in organising transfers for visitors if required and re-confirm booking of conference room etc.
• Anticipate the need for taxis and follow up in order to avoid delays
• Receive couriers and mails and dispatch them accordingly
• Maintain cleanliness in the reception area and lobby at all times
• Be aware of local emergency and other business units telephone numbers
• Assist visitors who require assistance with the business centre. Provide walk in guests with guidance and information of the company
• Update the telephone directory and listing for head office staff
• Assist the department with administrative and clerical support as required
• Be prompt and punctual in performing duties and maintain appropriate standards of conduct and professional appearance.
• Awareness, adherence and implementation of company policies and procedures.
• Maintain all department information confidential and secure.
• Respond to work requests from department staff in a timely and accurate manner. Perform data collection, analysis and reporting to support Manager for decision making purposes.
• Draft letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested.
• Maintain positive working relationships with department staff and customers.
• Promote and demonstrate positive behaviours in harmony with DP World’s Principles, values and culture
• Ensure that the highest levels of safety are applied in all activities.
• Understand and adhere to DP World’s Code of Conduct and Ethics policiesPerform other related duties as assigne