Front Desk Service Representative

2 weeks ago

Singapore beBeeCustomerService Full time $3,500 - $4,500

Job Title: Front Desk Service Representative

We are seeking a highly skilled and organized individual to fill the role of Front Desk Service Representative. This is an excellent opportunity to work in a dynamic environment where you will be responsible for providing exceptional customer service, managing front desk operations, and maintaining effective communication with clients and staff.

Key Responsibilities:

  • Provide welcoming and professional atmosphere for clients
  • Manage front desk operations efficiently, handling inquiries, scheduling appointments, and assisting clients in a compassionate manner
  • Liaise with counselling professionals, maintaining effective communication and coordination

Working Hours:

  • Total Hours: 40 hours per week
  • Working Days: Tuesday to Saturday
  • Working Hours: 8:15 AM – 5:15 PM
  • Rest Days: Sunday – Rest Day; Monday – Off Day

Functional Responsibilities:

Reception Duties

  • Greet clients and visitors warmly, ensuring a welcoming atmosphere
  • Answer phone calls and respond to inquiries in a professional manner

Liaison with New Clients

  • Schedule the first session and reserve a room
  • Explain the fee structure to client
  • Prepare and ensure the informed consent and contract is sent to and signed by the client before commencement of counselling service

Appointment Scheduling

  • Manage and schedule counselling appointments for clients
  • Coordinate with counsellors & clients as needed to ensure efficient scheduling
  • Ensure counselling rooms are readily available after booking
  • Maintain accurate and up-to-date client's initial records

Communication

  • Answer phone calls and respond to inquiries in a professional manner
  • Monitor and respond to emails promptly
  • Relay messages and information to the counselling staff as needed
  • Communicate effectively with counsellors and other staff/faculty in the College
  • Facilitate smooth communication between clients and counselling professionals

Maintenance

  • Keep the reception area and the Counselling Centre clean, organized and inviting
  • Ensure informational materials are readily available for clients
  • Water and care for the plants surrounding the Counselling Centre

Record Management

  • Assist in maintaining confidential client records. E.g. appointment and intake forms and contracts between the Centre and the clients
  • Ensure that client information is entered accurately into the system

Emergency Situations

  • Follow established procedures in handling crisis situations
  • Notify appropriate personnel in case of emergencies

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