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Office Administrator (bilingual)

Bilingual Office Admin to contribute to the smooth and error free running of the Europe office by providing administrative support to the team. Duties include (but are not limited to) the efficient and accurate handling of all documents relating to the core business and other company documentation/correspondence. All duties must be carried out within defined service and quality standards.

Customer service:

  • Support the Customer Service team with responses to enquires to customer, broker and third party enquires.
  • Assist in the resolution of complaints and service failures, and adhere to the complaints record-keeping and escalation procedures.
  • Ensure all instructions, queries and service requests are dealt with promptly, accurately and within company specified time frames or as promised to the customer.
  • Work flexibly within the team to support changing business needs.
  • Handle sales calls in the absence of sales staff, obtaining sufficient information for a quotation or a call back.
  • Follow up with customers / brokers on any missing information on the application in order to ensure all customer documentation is complete before forwarding it to the relevant department.
  • Ensure all customers / brokers communication is recorded on OH+.
  • Act in a highly professional and courteous manner at all times.

Operational administrative support:

  • Learn the different types of plans and products the company offers.
  • Receive mail on a daily basis and sort by document type.
  • Scan and route priority items immediately.
  • Check documents for missing information and against other agreed criteria.
  • Scan documents accurately and efficiently, making sure each page is legible.
  • Perform the validation process accurately and efficiently.
  • Re-index documents accurately and efficiently.
  • Route documents to the appropriate work queue.
  • File hard copies of documents in daily batches for storage.

Other office administration duties:

  • Take responsibility for outbound and inbound mail/documents, including dealing with couriers and binding of documentation.
  • Manage all stationary and supplies; ensure that stocks are stored and distributed as required, take responsibility for replenishment in line with business need and handle payment of suppliers.
  • Day to day maintenance of copiers and printers.
  • Any other duties commensurate with the level of the role.
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