Customer Service Coordinator - Collingwood, Canada - Georgian Triangle Humane Society

Georgian Triangle Humane Society

Verified Company

Collingwood, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position:
Customer Service Coordinator

Reports To:
Manager of Finance

Date Reviewed:
April 17, 2024

Position Summary:

Reporting directly to the Manager of Finance, this role is designed for someone who loves people and animals, who sees the bigger picture and knows what it takes to engage people in a meaningful way.

This role is responsible for coordinating the day-to-day functions of a busy reception desk, handling paperwork, forms and systems between multiple departments and overseeing retail sales.

This role requires a high-level of enthusiasm, organization, hospitality, and a passion for ensuring a great customer experience.

Position Schedule: 14 hours per week across 2 mid-week working days, 9:30am to 4:30pm including a 30 minute unpaid lunch

The Georgian Triangle Humane Society (GTHS) envisions a community that is compassionate and caring towards pets and each other. At the GTHS, we are passionate about solving the impossible until it becomes possible. We support lifelong learning in our team's continued pursuit of information to empower them in their current role.

Our values direct our organization in all that we do, from the programs and services we create, to our policies and procedures, our team, and to how we ultimately care for our pets and community.

Our values include:

Compassion for Pets and People
Well-Being
Perseverance
Inclusivity
Lifelong Learning

ROLES AND RESPONSIBILITIES

Customer Care_
Works to ensure all GTHS visitors and supporters have an exceptional customer service experience when working with or visiting the GTHS animal centre
Responsible for the GTHS main phone lines, answering queries and directing calls as required.
Works to connect the dots between GTHS customers, adopters, donors, and volunteers with GTHS programs and initiatives
Supports the administration and execution of adoptions and intakes of GTHS animals supporting the related Program Coordinator's as necessary
Coordinates GTHS retail store ensuring that the front of house is always stocked, clean and inviting
Adoption and Program Support_
Be an ambassador of the Adopter's Welcome, connecting potential adopters to adoption counsellors, and creating a friendly environment
Working with the Adoptions Coordinator & volunteer Adoption Counsellors, processing paperwork & utilizing adoption software
Prepare and monitor stock of adoption kits ensuring there are always enough on hand.
Coordinates administrative aspects of various GTHS programs including Pet Health clinics, Humane Education classes and dog school, pet pantry and pet support services. Includes receiving and processing registration forms & payment
Maintain an organized filling system for adopted animals and complete conversion of files to digital records
Complete requests for medical records of adopted animals from vet clinics or owners
Process municipality forms and contracts for stray animals
Social media advertising of lost animals
Donor Relations Support_
Responsible for accepting donations, both financial & inkind, providing excellent customer service. In addition, completing the administrative duties in recording donations
Encourages visitors to donate and/or volunteer to support the mission
Daily Financial Transactions_
Ensures daily financial transactions are accurately recorded in the CRM database
Produces accurate & balanced endofday reconciliation reports
Be able to complete inventory counts on retail inventory as required

REQUIREMENTS

Experience in administration with a focus on customer service (two years preferred)
Administrative education is an asset (e.g. business or office administration)
Superior customer service and communication skills; sales skills would be an asset
Experience with cash handling skills required, experience with electronic card machine ideal and end of day closing procedures
Strong time management and interpersonal skills
Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques
Selfmotivated with a proven ability to complete tasks with competency and accuracy
Strong computer proficiency in the Microsoft Office suite of programs (MS Outlook, Excel, Word,) and data entry with keen attention to detail and accuracy
Able to learn and utilize multiple databases/systems simultaneously
Experience with CRM database systems is an asset
Demonstrate understanding of, and passion for, animal welfare
Value alignment with our GTHS values including compassion for pets and people
Clear criminal record check vulnerable sector