Front Desk/Client Relations Officer

2 months ago

PORT HARCOURT, Nigeria DOVEWELL OILFIELD SERVICES LIMITED Full time

• Address client concerns promptly and professionally. Inform clients about company products, services and promotions. Promptly, accurately, professionally and courteously receives 100% of all telephone calls and visitors
• Ensure vendor’s services to the company is satisfactory and payment well negotiated
• Revalidation of personnel travel documents as Offshore Safety permit (OSP), Medicals, BOSIET etc
• Managing personnel crew change and project related activities
• Composing organizational articles, corporate letters and essays as well as update of social media accounts.
• Ensure vendor’s services to the company is satisfactory and payment well negotiated.
• Oversees and administers the day-to-day activities of the office; develops policies,
procedures, and systems which ensure productive and efficient office operation.
• Ensures organisational hierarchy is strictly adhered to.
• Provides assistance and support to personnel in problem solving, project planning and
management, and development and execution of stated goals and objectives.
• Supervises the work of employees in supporting roles, including assigning workload
and monitoring employee performance.
• Oversees and facilitates resources management and administration procedures and
documentation. Serves as principle point of administrative contact and liaison with
internal and external constituencies.
• Prepares non-routine letters and/or reports, which may be highly sensitive and
confidential in nature.
• Liaises to sort community welfare and other statutory requirements.
• Closing out of NCDMB Certification, DPR and OSP Registration and renewal.
• Organizes and facilitates meetings, conferences, and other special events; coordinates
and attends meetings, and participates in discussions, as appropriate.
• Provides and/or oversees provision of staff support to the office, to include handling
walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence.
• Provides assistance in the understanding and interpretation of QMS policies and
procedures, as appropriate, and ensures that office operations are in compliance with
policy provisions and standards.
• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Management of the guest house facility.
• Assisting to Coordinate QMS internal audit. Auditing various departments and closing
out non conformances.
• Manages document control processes, procedures and protocols in the region according to the requirements of the ISO 9001;2015 Standard.
• Manage the flow of documentation within the organization
• Time management and proper documentation and filing system
• Maintaining high degree of safety and confidentiality of documents and company
• Manage courier and dispatch services.
• Provide consistent quality service to customers by phone, email as officers at the first line of contact.
• Handle enquiries, suggestions, feedback and complaints in a professional and positive manner
• Ad hoc administrative duties and other reception duties.
• Fulfil any other duties as and when assigned by the Director.
• Schedule appointments and maintain and update appointment calendars.
• Organize travel itinerary and hotel/flight reservations for site personnel and visitors.
• Administer monetary claims by site personnel for payment/re-imbursement.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.
• Provide administrative support to direct report manager and other colleagues as needed.
• Overseeing general appearance of office, pantry and public areas.
• Make copies, collate, bind and staple and file documents and reports as needed.
• Ensures knowledge of staff whereabouts and maintains accurate and complete sign in/ out procedures for on-site staff and consumers.
• Notifies supervisors, within 30minutes of daily start time, regarding staff absences/ delays; updates and informs Lagos office of same and related information.
• Adept at using all features of telephone system and voicemail.
• Assists consumers/staff/ visitors park properly at the main office location.
• Maintains knowledge of current postal regulations and services frequently used by the organization.
• Prepares and processes 100% of outgoing mail to Lagos office or any other locations.
• Answer customer enquiries about company, products and services.
• Setting appointments, filing, records keeping and completion of temporary work assigned by the leadership or management.

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