Client Service Officer - Faircape Group

The position will entail the successful incumbent to be the first port of call to ensure a high level of service and support to residents, and to be an excellent brand ambassador and representative of the Faircare Trust Group.

If you would like to work in an environment that chases innovation and strives for excellence, then this is the role for you!

Duties will include but are not limited to:

Front Desk / Reception Function: 

• Meet and greet new clientele and liaise with the public regarding general enquiries.
• Direct contractors and service providers to the appropriate location.

• Receive calls and transfer to correct person (minimal)
• Manage and assist in the resolution of general resident complaints and enquiries, redirect when necessary and ensure to report all complaints to the Village Manager.

General Administration: 

• Assist colleagues in general admin tasks and act as relief.
• Ensure accurate and updated resident database, including contact details etc.
• Provide secretarial services for residents: emails, photocopies, proof of address letter etc.
• Monthly ordering of stationery.
• Maintain and update resident files.
• Control use of access stickers and cards for residents for security purposes.
• Manage weekly car wash bookings for residents.
• Management of petty cash and petty cash recon.
• Daily coffee shop cash ups and prepare weekly banking of all cash received.
• Submit eWallet requests for functions.
• Input costs pertaining to resident accounts, i.e. levies / refuse / CSOS / domestic charges and send it to Claremont for billing purposes on a Monthly basis.
• Maintain office Leave Schedule and submit leave on ERS, including annual and sick leave.
• Set up and maintain rosters for Security and Maintenance Staff.
• Receive daily ERS enforcer emails and submit daily attendance reports to HR.
• Order uniforms for Staff.

Resident Services: 

• Deal with resident Body Corporate account queries and liaise with Claremont office.
• Compile monthly domestic bookings and maintain a schedule of domestic services for residents.

Event Management: 

• Bookings and payments for day trips.
• Ensure residents complete indemnity forms when going on day trips.
• Assist VM with diary management of Clubhouse facilities, i.e. Activities Centre, Games Room, Lounge and Dining areas, etc.

Committee Support: 

• Attend Health & Safety meetings.
• Attend Informal and Formal Trustees meetings and take minutes (and distribution thereof)

Administration regarding Cottage sales: 

• Assist the Village Manager with the administration of the sales of units.
• Take telephonic enquiries and relay to the Village Manager.
• Schedule appointments with the VM/AVM and prospective buyers.
• Provide new residents with all necessary application forms (i.e fibre, telephone, etc.) and liaise with the relevant Department at Head Office.

Maintenance:

• Logging of cases on Redrabbit and follow up with Service Providers and the Service Department.
• Provide feedback to the Service Department when applicable and advise when jobs are completed.
• Manage job monitor report and update daily.
• Compile and send a weekly report for Concor's outstanding jobs and follow up regarding status of jobs.
• Scheduling of access for contractors.
• Update inhouse Maintenance Daily Schedule and ensure that it is actioned accordingly.

Requirements:

• Grade 12 
• Related qualification advantageous

Experience & Knowledge:

• Experience in similar front facing and administrative driven position 
• Experience with various administrative tasks

Skills & Attributes:

• Computer literate
• Strong administration skills and accuracy.
• Excellent interpersonal and communication skills. 
• Efficient, able to multitask
• Good organisational skills
• Excellent customer service skills
• Ability to handle conflict
• Ability to work under pressure 
• Meet deadlines
• Self-Starters and well-spoken

Specific Requirements:

• Clear health record
• Clear criminal record
• Clear credit record
• Contactable references
• Vaccinated against covid-19 or prepared to be vaccinated prior to commencing work