Client Services Coordinator - Vancouver, Canada - Oxford International North America

Oxford International North America

Verified Company

Vancouver, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

As a member of the Student Services team, the coordinator is available at all times for current or prospective students with general enquiries.

The role will also focus on ensuring students are in accommodation that best matches their needs, and nurturing strong relationships between the School and the Host Families.

MAIN RESPONSIBILITIES OF THE JOB

Student Welcome
Remains available throughout the day for questions from students.
Helps to manage problems or complaints efficiently and effectively with support from the wider team.
Offers responses to students in a timely manner
Accommodation Administration
Student payments
Managing Student Leadership/Student Ambassador program
Communicates clearly with Admissions, Sales, Agents and thirdparty providers to ensure that an excellent level of service is provided to students at all times.
Ensures any student service issues are effectively managed to a successful resolution, providing a clear and customerfocused summary of the issue resolution to all relevant staff and if appropriate to any external parties.

Details for General Administration

Uphold OIEG rules, regulations, policies, procedures and standards at all times.
Assist managers and directors with the daytoday operations of OIEG.
Support the enrollment and records department, and manage administrative functions outside of the realm of education delivery when necessary or requested.
Maintain current knowledge and skills as they relate to industry trends, methodology, issues, programs, etc.
Ensure all correspondence receive a response within one business day.
Respond to walkin and locallyreceived telephone enquiries in reception
Ensure service level agreements are met at all times, both internally and externally
Deal with visitors or guests as and when required as per the Schools policy
Develop a sound working knowledge of the company database, following the policies and processes set out Administrative Duties
Prepares welcome packs for new students.
Updates and maintains the School database with student details.
Updates the School's bookings system with any course changes.
Maintain finance records and takes payments for installment plans or any extra classes or social excursions.
Liaises with the Finance and Admissions Departments to ensure the School database is accurate where changes take place in Centre.
Ensures the reception area is tidy at all times.
Assists the management team with administrative tasks as required.
Supports students on campus for all morning, afternoon and evening programs
Maintain student record, file and archive student contracts, student passport and health insurance information.

Details on Student Support on the following matters:

Homestay issues
Student personal issues
Special circumstances or disciplinary reasons.
Student satisfaction at graduation (exit interviews)
Provide support and guidance for students as requested or necessary on homestay related matters and on other matters when requested always striving to resolve problems quickly, fairly and amicably.
Ensure all counseling sessions are recorded respectively in database
Scheduling queries

Details on Accommodations coordination:

Manage and execute all aspects and duties of the homestay, accommodation and airport reception in accordance with OIEG policies and philosophy.
Build and maintain a positive relationship with local and overseas agents and students.
Meet OIEG budget and expense criteria in all expenditures.
Check invoices from transfer services, residences and others as needed in collaboration with finance department.
Maintain/coordinate/manage hotline phone on weekends and ensure all calls are attended to in a timely fashion.
Student/Agent Management Ensure the placement of students with host families.
Ensure management of student homestay issues.
Ensure all students provide proof of health insurance.
Book student health insurance with partners if/when required.
Host Family & Residence Management Prepare weekly/biweekly contracts and payment cheques for host families.
Follow up with students whose payments are near or past due.
Maintain all homestay related records in student, host family and agent files as well as in each of the respective CLASS modules.
Record and monitor first and final week questionnaire (FWQ) results.
Manage, collect and input student evaluations of host families and respective results. Send FWQ results to host families as appropriate.
Develop and update materials and information for students and host families related to Oxford International Vancouver's homestay and airport reception programs.
Ensure Criminal Record Check information is up to date for all host families. Manage the recruitment/interview of homestay families as needed throughout the year.
Inspect and reinspect host families in accordance with OIEG policies.
Airport Transfer Management:
Manage an