Customer Service Representative

POSITION OVERVIEW

The Customer Service & Front Desk Representative serves as the first point of contact for clients, customers, and visitors. This role combines customer service excellence with administrative support and financial management responsibilities. The successful candidate will manage reception activities, process customer inquiries, maintain account records, prepare reports using Excel and PowerPoint, and assist with budget tracking and reconciliation. This position requires exceptional communication skills, attention to detail, and proficiency with office software and accounting systems.

KEY RESPONSIBILITIES

Customer Service & Reception

• Greet and welcome clients, customers, and visitors in a professional and courteous manner
• Answer multi-line phone system; direct calls appropriately and take detailed messages
• Respond to inquiries via email, phone, and in-person with accuracy and professionalism
• Manage appointment scheduling and calendar coordination for management and staff
• Maintain customer database and update contact information as needed

Account Management & Record Keeping

• Maintain accurate account records for clients and customers in designated systems
• Process account updates, billing inquiries, and payment information
• Verify account details and reconcile discrepancies in a timely manner
• Generate account reports and maintain organized filing systems (digital and physical)
• Ensure confidentiality and compliance with data protection protocols

Excel & Spreadsheet Management

• Create and maintain spreadsheets for tracking customer accounts, sales, and operations
• Input and update data accurately; perform data validation and quality checks
• Use formulas and functions (SUM, IF, VLOOKUP, etc.) for calculations and data analysis
• Create charts and graphs to visualize data and trends
• Generate weekly/monthly reports from Excel data for management review

PowerPoint & Presentation Support

• Assist in creating and formatting PowerPoint presentations for meetings, reports, and client communications
• Compile data and information for presentation slides
• Ensure presentations are professional, consistent with brand standards, and error-free
• Support presentations as needed; prepare backup materials and handouts

Budgeting & Financial Support

• Assist with budget tracking, expense recording, and financial reconciliation
• Monitor departmental expenses and flag budget variances
• Prepare budget reports and variance analyses for management
• Process expense reports and verify accuracy of charges
• Maintain records of invoices, receipts, and purchase orders
• Assist in forecasting and cost analysis as directed

Administrative & Operational Support

• Perform general office duties including mail handling, filing, and document preparation
• Coordinate meetings and conference calls; prepare agendas and materials
• Maintain office supplies inventory and place orders as needed
• Support special projects and ad-hoc requests from management

REQUIRED QUALIFICATIONS

Education & Experience:

• High school diploma or GED (Bachelor's degree preferred)
• Minimum 1-2 years of customer service, administrative, or office management experience
• Experience in front-desk or reception role is preferred
• Experience with accounting or bookkeeping is a plus

Technical Skills:

• Proficient in Microsoft Excel (intermediate to advanced level)

- Data entry and management

- Formula creation (SUM, IF, VLOOKUP, INDEX-MATCH, etc.)

- Pivot tables and data visualization

• Proficient in Microsoft PowerPoint (basic to intermediate level)

- Slide creation and formatting

- Inserting charts, images, and other visual elements

• Strong proficiency in accounting software or CRM systems (Quickbooks, Xero, Salesforce, or similar)
• Knowledge of accounts payable/receivable processes and reconciliation
• Proficiency in Word, Outlook, and Google Suite
• Familiarity with budgeting concepts and financial reporting

Core Competencies:

• Exceptional communication skills (verbal and written)
• Professional demeanor and strong interpersonal skills
• Highly organized with excellent time management abilities
• Attention to detail and commitment to accuracy
• Ability to multitask and prioritize in a fast-paced environment
• Problem-solving mindset with ability to work independently and as part of a team
• Discretion and confidentiality with sensitive information
• Willingness to learn and adapt to new systems and processes

PREFERRED QUALIFICATIONS

• Associate's degree in Business Administration, Finance, or related field
• Experience with budget forecasting and financial analysis
• Certification in accounting or bookkeeping (e.g., QuickBooks Certification)
• Bilingual capabilities (English and additional language)
• Experience with customer relationship management (CRM) systems
• Knowledge of industry-specific software or systems

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• Ability to sit at a desk for extended periods
• Ability to use a computer, keyboard, and mouse for extended periods
• Ability to stand and walk between offices
• Ability to lift and carry files and office supplies (up to 25 lbs)
• Comfortable with multi-line phone systems and communication technologies
• Work environment includes climate-controlled office setting

Pay: AED2,500.00 - AED3,500.00 per month

Work Location: In person