Customer Care Coordinator

JOB SUMMARY: ·      Open and Close the Office during the working week·      To deal with all aspects of administration within the Housing Services team·      To provide administrative support to other internal Departments and regional offices. KEY RESPONSIBILITIES:Administration1.     Main Reception / switchboard duties including responsibility for answering telephone calls, logging, and dealing with enquiries.2.     Liaising and working alongside external stakeholders including contractors, department of social protection, community welfare offices, and local authorities.3.     Assisting with general administrative duties within the organisation as required, including typing, copying, faxing and filing, taking meeting minutes, processing invoices etc.4.     Provide Business Support cover for colleagues as necessary5.     Using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, etc., to produce reports, correspondence, documents, presentations, records, spreadsheets, databases and charts.6.     Booking rooms and conference facilities.7.     Using content management systems to maintain and update websites and internal databases.8.     Attending meetings, taking minutes, and keeping notes.9.     Liaising with staff in other departments and with external contacts.10. Ordering and maintaining stationery and equipment for the office.11. Sorting and distributing incoming post and organising and sending outgoing post, including mail merges.12. Organising and storing paperwork, scanning and saving documents, and computer-based information within the content management systems, databaases.13. Photocopying and printing various documents, sometimes on behalf of other colleagues.14. Arranging and booking taxis, couriers and lodgement handling. Health and SafetyTo conduct all activities in a manner which is safe to yourself and others.To be aware and act in accordance with the Association’s Health and Safety Policy.To have knowledge of risk assessments and completing duties in line with risk assessment requirements. GeneralParticipating on forums/working groups/committees as required.Assisting with general administrative duties within the organisation as required.Contributing to the effective delivery of a Quality Service through the formulation, review and proper implementation of policies and procedures.Any other duties as required. Essential RequirementsExcellent skills in all Microsoft Office packagesMinimum 3 years of progressive administrative experienceExperience of non-profit organisation (Desirable)Excellent experience in preparing word-processing documents, excel spreadsheets, presentation packages, e-mail, electronic schedulers, and internetAbility to work with accuracy and attention to detail and within deadlines.Ability to take ownership of queries/ issues and capable of bringing them to a successful conclusion.Demonstrable ‘can-do’ attitude and ability to respond in a professional manner, enhancing the customer experience through the ability to respond and resolve issuesExcellent interpersonal skills i.e. listening used every day to communicate and interact with other people, both individually and in groupsUnderstanding of and ability to demonstrate the importance of good timekeeping, reliability and taking responsibility for the service delivered to the customer.Possess excellent verbal and written communication skills, can compose letters, memos, minute taking and collate reportsExcellent Excel Skills including vlook up and pivotsAbility to be self-motivated and work on own initiative and be part of a teamThe ability to handle sensitive and confidential information.Knowledge of new GDPR and RTB Legislation ActFlexibility, analytical and problem solving skillsA high level of organisational skills and the ability to prioritise workload and meet deadlinesPossess commitment to deliver a high-quality customer focused serviceCommercial Awareness (Desirable)This job description is not definitive or restrictive and will be subject to periodic review as deemed necessary and / or in the light of job-related developments.