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Customer Service and Administrative Coordinator

3 months ago

Toronto, Ontario, Canada Vistek Full time
POSITION OVERVIEW:
The primary objective of this position is to deliver outstanding technical customer assistance and administrative services to our digital imaging clientele, management, and personnel. This role entails overseeing and mentoring the receptionist team while also providing support to the retail and operations management divisions.


To excel in this position, candidates must possess technical knowledge in video, photography, lighting, rigging, audio, and drones to effectively address technical functionality and product inquiries from our customers. Additionally, strong administrative experience, leadership capabilities, and excellent communication skills are essential. The successful candidate must also demonstrate the ability to manage multiple tasks and prioritize effectively while serving customers via online platforms, phone calls, and in-person interactions.

KEY RESPONSIBILITIES:

Reception Duties:

  • Oversee the training, coverage, and management of the receptionist team.
  • Manage call flow for the company phone system, ensuring calls are directed to the appropriate departments or individuals.
  • Collaborate with the IT department to resolve any issues related to the 3CX Phone System.
  • Generate reports for management regarding service levels.
  • Provide system support for phone setup, modifications, and voicemail updates.
  • Handle all cash transactions, petty cash, and daily cash reconciliations.
  • Uphold security protocols and procedures when managing cash and inventory.
  • Administer and maintain call queues, making adjustments as necessary.
  • Welcome and assist customers with technical inquiries, order fulfillment, modifications, and payments.
  • Distribute INVUE security keys and manage their maintenance, loss prevention, and allocation to staff as required by management.

Administrative Responsibilities:

  • Provide comprehensive administrative support across all stores and departments.
  • Organize staff lunches, meetings, and events to foster team collaboration.
  • Coordinate with other departments to ensure seamless customer interactions concerning order pickups, revisions, payments, and fulfillment tasks.
  • Communicate with couriers, customers, and staff to facilitate the distribution of correspondence, packages, and returns.

Pick-Up Area Management:

  • Oversee the entire Pick-Up process, ensuring compliance and accurate maintenance of orders within our operating system for inventory and security purposes.
  • Collaborate with the Inventory Management team to conduct and report on daily and weekly audits of outstanding Web Pick-Up orders.
  • Provide technical assistance and enhance orders with additional products and services as needed by the customer.

Qualifications:

  • Education and experience in the digital imaging sector with a broad understanding of technical and product knowledge in photography, video, lighting, audio, rigging, and drones.
  • Experience in an Administrative or Executive Assistant role.
  • A minimum of 2 years of customer service experience.
  • Proficient in Microsoft Office Suite.
  • Familiarity with ERP systems and collaboration tools.
  • Strong organizational and time management skills.
  • Exceptional customer service abilities.
  • Excellent written and verbal communication skills.
  • Capability to manage multiple tasks simultaneously.
  • Strong problem-solving skills.