Client Service Executive at Marie Stopes

OBJECTIVES:

• The Client Service Executive is responsible for management of the front office and administrative functions of the Support Office and Country Programme through the provision of high-level administrative support.
• The goal is to make team members, clients, guests, and service providers feel comfortable and valued while on our premises whilst managing all MSI’s brand touchpoints.

DUTIES & RESPONSIBILITIES:

• Receiving and directing visitors in a friendly and appropriate manner.
• Maintain and improve the standard of all Client Service Touch Points (front offices, mails and correspondences, telephone interactions and physical appearance of staff.
• Responsible for the ambience of the front office.
• Develop and maintain efficient filing systems (hard copy and soft copy filing) in Windows and Outlook, including address lists and contacts.
• Maintains proper records & track of all events supported by Corporate Services Unit from Abuja Support Office.
• Maintain a tracker for events coordinated by Corporate Services Unit
• Ensuring the front office is always kept neat.
• Coordinate team members to ensure that guests are promptly attended to.
• Complete retirements and submit expenses for ad hoc projects in a timely manner.
• Maintain and improve the standard of all Client Service Touch Points (front offices, mails and correspondences, telephone interactions and physical appearance of staff
• Manage costs and expenses posted to CSU’s petty cash.
• Ensure that meetings and trainings are effectively managed in the Abuja Support Office
• Ensure Proper management of all meeting rooms.
• Provide tea-break and lunch for meetings in the Abuja Support office based on request. Drive the overall Client Service objective of MSI Nigeria Reproductive Choices
• Ensure operations adhere to policies and regulations.
• Keep abreast with all organisational changes and business developments in the industry.
• Take on other responsibilities as may be assigned
• Support in planning and managing meetings, retreats, workshops, and corporate events but not limited to offsite room booking, travels/flight/accommodation/catering/event conferencing equipment scheduling; and communication of venue for MSI Nigeria Reproductive Choices Support Office.
• Support with Regional Administrative officers and Procurement team for pre-qualification and selection of hotels for all meetings and trainings.
• Support travel management and coordination of all logistics arrangements (airport transfers, hotel reservations, meet and greet) for all MSI team members and external guests.
• The post holder may carry out other duties in addition to or instead of those outlined above
• which may reasonably be required from time to time as requested by his/her line manager or his/her designate.

REQUIRED QUALIFICATIONS:

• Minimum of 2 years post NYSC experience in the same or similar role.
• A university degree completed with a grade not less than Second Class.
• Proven ability to provide high-level support to management teams.
• Ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities.
• Experience in managing and developing teams.
• Experience in negotiating service contracts and ensuring value for money.
• Excellent communication skills to deal tactfully and sensitively with a wide range of people.
• Excellent organizational skills and a track record of consistently prioritizing and delivering on time.
• Good judgment, initiative, and problem-solving ability
• Should possess or demonstrate organizational and co-ordination skills with experience working in a busy environment and juggling fluctuating priorities.
• Demonstrated experience in initiating and maintaining support systems in an office environment within and outside the organization