Client Services Coordinator

8 months ago

Halifax, Canada Oxford International Halifax Full time

**Client Services Coordinator**

Oxford International Halifax

Halifax, NS

**Job details**
- Full-time
- Permanent
- Fixed term contract

**Qualifications**
- Diploma or Bachelor's degree in a relevant field
- Proven experience in customer service, accommodation services or office administration
- Excellent verbal, written communication and interpersonal skills
- Ability to multitask and prioritize in a fast-paced environment
- Energetic, Friendly, reliable and positive
- Proficiency in MS Office
- Commitment to upholding ethical standards and confidentiality
- Fluency in the English language, verbal and written. Additional languages are an asset.
- Must be willing and able to work flexible hours, including evenings and weekends as needed

**Benefits**
- Dental care
- Extended health care
- Paid time off

**Full Job Description**
- **We are a unique accredited education provider dedicated to creating life-enhancing experiences for students worldwide. Our extensive portfolio covers university pathway programs; a comprehensive range of online academic and vocational courses through the OI Digital Institute; career colleges; and English language schools for adult and junior students in the UK, Canada, and the USA.**_
- **We are quality focused, with a strong desire to lead in our market sectors. We are dedicated, enthusiastic, and like-minded, with a genuine interest in what we do.**_

**The Role**:
As a member of the Student Services team, the coordinator is available at all times for current or prospective students with general enquiries. The role will also focus on ensuring students are in accommodation that best matches their needs, and nurturing strong relationships between the School and the Host Families.

Responsibilities include but are not limited to:
**Main responsibilities**
- Student Welcome
- Remains available throughout the day for questions from students.
- Helps to manage problems or complaints efficiently and effectively with support from the wider team.
- Offers responses to students in a timely manner
- Accommodation Administration
- Student payments
- Communicates clearly with Admissions, Sales, Agents and third-party providers to ensure that an excellent level of service is provided to students at all times.
- Ensures any student service issues are effectively managed to a successful resolution, providing a clear and customer-focused summary of the issue resolution to all relevant staff and if appropriate to any external parties.

**Details for General Administration**
- Uphold OIEG rules, regulations, policies, procedures and standards at all times.
- Assist managers and directors with the day-to-day operations of OIEG.
- Support the enrollment and records department, and manage administrative functions outside of the realm of education delivery when necessary or requested.
- Maintain current knowledge and skills as they relate to industry trends, methodology, issues, programs, etc.
- Ensure all correspondence receive a response within one business day.
- Respond to walk-in and locally-received telephone enquiries in reception
- Ensure service level agreements are met at all times, both internally and externally
- Deal with visitors or guests as and when required as per the Schools policy
- Develop a sound working knowledge of the company database, following the policies and processes set out Administrative Duties
- Prepares welcome packs for new students.
- Updates and maintains the School database with student details.
- Updates the School’s bookings system with any course changes.
- Maintain finance records and takes payments for installment plans or any extra classes or social excursions.
- Liaises with the Finance and Admissions Departments to ensure the School database is accurate where changes take place in Centre.
- Ensures the reception area is tidy at all times.
- Assists the management team with administrative tasks as required.
- Supports students on campus for all morning, afternoon and evening programs

**Details on Student Support on the following matters**:

- Homestay issues
- Student personal issues
- Special circumstances or disciplinary reasons.
- Student satisfaction at graduation (exit interviews)
- Provide support and guidance for students as requested or necessary on homestay related matters and on other matters when requested always striving to resolve problems quickly, fairly and amicably.
- Ensure all counseling sessions are recorded respectively in database
- Scheduling queries

**Details on Accommodations coordination**:

- Manage and execute all aspects and duties of the homestay, accommodation and airport reception in accordance with OIEG policies and philosophy.
- Build and maintain a positive relationship with local and overseas agents and students.
- Meet OIEG budget and expense criteria in all expenditures.
- Check invoices from transfer services, residences and others as needed in collaboration with finance department.
- Maintain/coordinate/manage h

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