Administrative Assistant

CUSTOMER SERVICE Administrative Support

Administrative:

• Retrieves messages from voice mail and forwards to appropriate personnel.
• Answers incoming telephone calls, determines purpose of calls, the caller’s name, and forward calls to appropriate personnel or department.
• All clients’ calls should be answered or returned before the end of the business day.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Creates and prints fax cover sheets, memos, correspondence, and other documents.
• Performs other clerical duties such as filing and photocopying.
• Mailing out coupons to prospective clients.

Scheduling for appointments:

• Understands and be able to explain what we do and the services we provide.
• Answers questions about the organization and provides callers with address, directions, and scheduling appointment.
• Text client appointment information and address.
• Confirm and update appointment on the calendar daily.
• When confirming customer appointment this order should be followed. Call client the day before to confirm appointment. If they do not answer please leave a voice mail. In the event that the client is a no show and didn’t respond, we will only reschedule them one time two weeks later.

Consultation:

• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Guide the customer to fill out Y2K/Home Bridge Financial Forms
• Y2K Customer Information Form (Name, D.O.B, SS #, Current Address)
• Credit Report Authorization Form (Name, D.O.B, SS #, Current Address)
• Creating contracts for each client.
• Emailing contracts out to clients, vendor and account management.

Operations:

• Ordering reports from all three bureaus.
• Email clients and vendors when the reports gets ordered. If all three reports couldn’t be ordered, follow up by sending in required documents to Credit Bureaus. (Request copy of Photo ID, Social Security, two proofs of Address {Utility Bill, Bank statement, Etc.})
• Distribute all files to other departments.
• Email client and vendor all account updates.
• Notate all communication between client, vendors and employees to CRM