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Customer Service and Administrative Coordinator

3 months ago

Toronto, Ontario, Canada Vistek Full time
PRIMARY OBJECTIVE:
The primary objective of this position is to deliver outstanding technical customer support and administrative assistance to our digital imaging clientele, management, and team members. This role includes overseeing and mentoring the receptionist staff 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 inquiries and product details for our customers. Additionally, strong administrative skills, leadership capabilities, and excellent communication are essential. The successful candidate must demonstrate the ability to manage multiple tasks and prioritize effectively while assisting customers through various channels including online, phone, and in-person interactions.

KEY RESPONSIBILITIES

Reception Duties:

  • Oversee the training, coverage, and management of the receptionist team.
  • Manage call handling for the company phone system, ensuring proper call distribution to relevant 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 complete daily cash reconciliations.
  • Uphold security protocols and procedures when managing cash and inventory.
  • Oversee and maintain call queues, making adjustments as necessary.
  • Welcome and assist customers with technical inquiries, order fulfillment, modifications, and payments.
  • Manage the issuance of INVUE security keys and oversee their maintenance, loss prevention, and allocation to staff as required by management.

Administrative Duties:

  • Provide administrative support services across all stores and departments.
  • Organize staff lunches, meetings, and corporate events.
  • Collaborate with other departments to ensure seamless customer interactions regarding order pickups, revisions, payments, and fulfillment tasks.
  • Communicate with couriers, customers, and staff to coordinate 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 required by the customer.

Qualifications:

  • Educational background and experience in the digital imaging sector with extensive technical and product knowledge in photography, video, lighting, audio, rigging, and drones.
  • Experience in an Administrative or Executive Assistant role.
  • 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 effectively.
  • Strong problem-solving skills.