Front Desk Officer at State Wide Insurance Company ( SWICO )

Organisational Relationships
(a) Department: Human Resource and Administration
(b) Reports to: Senior Human Resource and Administration Officer
(c) Directly Supervises: None

Main Purpose Of The Job
Provide front desk support services in order to ensure efficiency and effectiveness as regards communication and coordination between the internal and external clients, maintain a receptive environment and offer standard customer care services that portray good corporate image

Key Result Areas And Responsibilities
• Welcome and receive clients and visitors to the Company and guide them accordingly
• Ensure that the reception area is tidy, portrays a good corporate image and maintains a receptive environment
• Maintain and create control measures at the front desk office by discouraging meetings and casual discussions during office hours that may portray a negative image to the public
• Exercise vigilance in monitoring activities at the front desk to ensure satisfactory customer service to both internal and external clients
• Liaise with the security officer to ensure effective coordination as regards guidance, compliance to control measures on visitors to the Company, and access rights
• Receive and record in-bound calls, take messages and make out-bound calls for staff in accordance with Company procedures on telephone use (vii) Receive clients and liaise with the Security Officer to direct them as necessary
• Receive and record all personal mails / documents to staff before dispatching to respective recipients or individuals to whom they are addressed
• Develop and maintain good work relationships with all stakeholders like, insurers, regulators , suppliers, brokers, agents, etc
• Assist in following up on renewal notices in liaison with the Underwriting Department
• Attend to walk in clients by introducing insurance to them and assessing their respective needs before sending them to the Underwriting or Marketing Department
• Liaise with the Claims Department to ensure good customer care services to claimants, and advise them on procedures on claim settlement
• Liaise with Accounts department to follow up on premium debtors whenever requested
• Receive clients’ queries and respond accordingly
• Sensitize clients about products offered by the Company
• Assist in data entry whenever need arises

Person Specification: Front Desk Officer
Minimum Academic and/or Professional Qualifications Necessary
• Bachelor’s Degree in Mass Communication, Social Sciences or related field

Additional Training/Qualifications/Certification
Minimum Experience and Exposure Necessary
• 2 years in an administrative position in a commercial enterprise or service organisation Key Knowledge

Required
• Knowledge in insurance industry
• Good command of the English language, and fluent in local languages and Swahili
• Administrative procedures

Key Skills Necessary
• Communications skills
• Interpersonal /people skills.
• Analytical, problem solving skills
• Office management
• Records management
• Public Relations
• Interpersonal Relations
• Self and Time Management
• Good Communication and Writing skills
• Good numeracy skills
• Proficiency in MS Office Computer Applications Other Qualities/Attributes
• Pleasant character
• Integrity
• Confidentiality
• Good Teamwork
• Quick discernment
• Attentive to detail
• Ability to multi-task

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