Office Administrative Executive and Marketing Support

1 – Reception

• Keeping front desk tidy and presentable with all necessary materials (pens, forms, papers, etc) readily available
• Greet and welcome clients
• Need to have a customer-oriented approach consistently
• Answer questions and address complaints and escalate when necessary to the manager
• Answering all incoming calls and redirecting them or taking messages
• Receive letters and packages and redistribute them accordingly
• After every consultation and purchase when the client come to the reception, to issue invoice and receipt after liaising with audiologist
• All cash should be kept and maintained till it is delivered safely with report to be sent to the Director by end of each day
• Booking of appointments for all clients, setting up dates and rescheduling whenever necessary. Complete follow up of all appointments
• 2.-Petty Cash Maintenance
• Monitor office expenses and cost
• Preparing daily report of petty cash expense
• Refill of petty cash request from the Management

1. – Administrative Support to Rogan Clinic Team

 

• Prepare outgoing mail by drafting correspondence, securing parcels etc.
• Check, sort and forward emails
• Monitor office supplies, stock up and place order when necessary
• Keep updated records and files
• Take up other duties as assigned. (Paper works, schedules, etc.)
• Recording all invoices and receipts and reporting total sales on a daily basis before closing the day
• Label keeping on Mould and Impression
• File keeping for (DHL Consignment sent and received, Company profile original document).
• Preparing box for fitting once the consignment is received
• Preparing stickers once the box is prepared for fitting.
• Assisting with variety of administrative tasks
• Prepare meeting room and training rooms

         3– ORM Software follow up

• Updating daily sales on ORM

         4– Social Security procedures

• Filling up forms for patients
• Update entries of patients under social security grant on required software
• Postage of completed form for social security to be submitted
• Communication through email and phone with concerned Ministry for follow up of social security grants

      5– Marketing Support

• Planning and Scheduling meetings and appointments
• Providing quality customer and tele sales service.
• Schedule Meetings and appointment including follow up on appointments and any cancellations.
• Update and inform the team about any cancellations and upcoming booked appointments.
• Greet and Receive customers and assist in translation with patients during consultation with audiologist.
• Draft private and confidential documents.
• Maintain office procedures
• Advise present or prospective customers by answering incoming calls on a rotating basis; operating telephone equipment, automatic dialling systems, and other telecommunications technologies
• Use marketing strategies to persuade customers to buy or retain product or service by following a script to give product reference information.
• Document transactions by completing forms and record logs accurately and in timely manner.
• Follow deadline and meet targets on a daily basis.
• Maintain all required database by entering, verifying and backing up data.
• Contribute to team effort by accomplishing related results as needed.
• Maintain relationships with clients by providing support, information and guidance; researching and recommending new opportunities, recommending profit and service improvements.
• Identify product improvements or new products by remaining current on industry trends, market activities and competitors.
• Prepare reports by collecting, analyzing, and summarizing information.
• Maintain quality service by establishing and enforcing organization standards
• Build and promote strong, long-lasting customer relationships by partnering with them and understanding their needs.
• Present sales, revenue and expenses reports and realistic forecasts to the management team
• Obtain client information by answering telephone calls, interviewing clients, verifying information.
• Determine eligibility by comparing client’s information to requirements.
• Inform clients by explaining procedures, answering questions, providing information.
• Maintain and improves quality results by adhering to standards and guidelines, recommending improved procedures.
• Update job knowledge by studying the product descriptions, participating in educational opportunities
• Accomplishing sales and organization mission by completing related results as needed.
• Liase with concerned authorities for projects advised by Management

                                              
 

1. Minimum HSC Holder with 3 credits
2. Minimum 1-2 years of experience
3. Strong organizational and multitasking abilities
4. Excellent written and verbal communication skills
5.Proficiency in MS Office (word, excel, powerpoint) and digital marketinf tools.
6. Knowledge of social media management is an advantage
7. Ability to work independently and as a part of a team
8. Professional, detail-oriented and proactive
9.Relialble and self-motivated
10. Positve attitude and willingness to learn
11.Customer-focused and team oriented approach
12. Strong sense of responsibility and discretion