Customer Relations Specialist

Customer Relations Specialist

Clary Sage College - Tulsa, OK 74145

Description

General Function: The Customer Relations Specialist will be the first point of contact for the public, on the phone and in person, creating an environment of excellence in customer service. Provide front line customer service by answering multi line phone systems, greeting and assisting guests, and performing clerical and administrative project support.

Duties and Responsibilities:

• Provide exceptional, friendly, and professional customer service to internal and external customers
• Greet all visitors entering and exiting the building
• Answer multi-phone lines, transfer calls, and retrieve and take messages
• Contribute to a collaborative team environment by working effectively with Customer Relations team members and cross-functional departments, promoting clear communication, mutual support, and a positive experience for students, visitors, and staff
• Support the Admissions department by managing calls, emails, and walk-ins from prospective students and providing general information when Admissions staff are unavailable
• Maintain communication with the maintenance and housekeeping departments
• Accept and sign for deliveries; assist with mail-outs as needed
• Print school-related documents, prepare materials, reports, and other documents as needed
• Carry out routine office duties to achieve efficiency and effectiveness
• Maintain efficient filing systems as needed
• Handle confidential materials relevant to company business
• Organize materials and data appropriately in both hard and electronic formats
• Sort incoming and outgoing correspondence, distribute received faxes
• Maintain front desk supplies and place orders as needed
• Produce high-quality communications, oral and written
• Manage projects that may include researching, typing, compiling data, and communicating with various individuals or departments to obtain appropriate information
• Interact daily with students, management, vendors, and employees while representing the College's standards and values
• Report all complaints to the supervisor or Campus Director
• Complete incident/accident/compliant forms when needed for HR
• Resolve customer issues and requests in an efficient and quick manner
• Participate in a minimum of two professional developments per year
• Other duties as assigned

Effort and Commitment:

• Displays a high level of effort and commitment to performing work; operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior
• Demonstrates eagerness to learn and assumes responsibility, seeks out and accepts increased responsibility; displays a "can do" approach to work. Shows persistence and seeks alternative solutions when obstacles arise
• Works within the system in a resourceful manner to accomplish reasonable work goals; shows flexibility in response to process change and adapts to and accommodates new methods and procedures
• Accepts direction and feedback from supervisor and follows through appropriately

Works when scheduled; begins and ends work as expected; calls in according to policy when arriving late for work or when absent; observes provision of Fair Labor Standards Act; observes policies on break and lunch periods; uses work time appropriately

Qualifications

Minimum Requirements: High School Diploma or equivalent required, Associates degree from an accredited institution preferred. A minimum of two years of customer service experience required, with front desk/administrative experience preferred. Must have a professional attitude, professional appearance, exceptional customer service skills, and strong communication skills. Computer literacy required with advanced proficiency with using the internet, email, software/apps such as Google Workspace, Microsoft Office (MS Word, Excel), and ability to quickly learn other basic campus management software.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer and desk phone.
• Must be able to lift up to 20 pounds at times.
• Ability to navigate all areas of the college campuses.