Front Office Executive

3 weeks ago

Johannesburg, South Africa Exclusively Remote Full time

Executive Front Office Receptionist

You will be responsible for managing incoming calls, messages, appointments, and ensuring seamless communication within our organization. Your role will involve interacting with clients, scheduling appointments, processing payments, and maintaining accurate records of all interactions. This position requires excellent communication skills, attention to detail, and the ability to work independently in a remote setting.

**Key Responsibilities**:

- **Answering Calls**: Professionally handle incoming calls and route them to the appropriate person or department.
- **Message Handling**: Take detailed messages and distribute them accurately to the designated group chat for the respective companies.
- **Appointment Scheduling**: Efficiently schedule appointments for clients and internal staff using designated scheduling tools.
- **Appointment Confirmation**: Contact clients to confirm appointments one day prior to the scheduled date.
- **Payment Processing**: Collect card details from clients and process payments securely via Zelle or other designated platforms.
- **Call Logging**: Maintain detailed records of all incoming and outgoing calls for reference and reporting purposes.
- **Task Management**: Utilize in-house program Asana to manage tasks, descriptions, and assignments for each company or client.
- **Collections**: Assist in managing outstanding client payments by following up and coordinating with the relevant departments.

**Requirements**:

- Proven experience as a receptionist or in a similar role, preferably in a remote setting.
- Excellent verbal and written communication skills.
- Proficiency in using scheduling software and other office tools.
- Strong attention to detail and organizational skills.
- Ability to multitask and prioritize tasks effectively.
- Experience with payment processing platforms like Zelle is a plus.
- Familiarity with task management tools such as Asana or similar platforms
- Own laptop, UPS and strong Wife
- Remote hours 3pm-11pm

Application Question(s):

- Do you have more that 4 years reception experience?

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