About the job
As a vital member of the Bay Hewitt team, the Client Specialist is responsible for managing daily operations within our business office. This role includes maintaining accurate records, scheduling training programs, overseeing accounts receivable, and ensuring the office is organized and visually appealing. The Client Specialist will present training program options to prospective clients and manage Bay Hewitt’s online brand through various social media platforms, alongside engaging in the sales and marketing of our programs, products, and services.
Reception Management
- Oversee daily operational activities of the Bay Hewitt office.
- Ensure the office opens and closes according to established protocols.
- Maintain a tidy and professional office environment, implementing necessary adjustments.
- Verify the daily schedule for accuracy and communicate with all relevant parties.
- Handle incoming telephone calls with utmost professionalism.
- Monitor and manage reception supplies, placing orders as needed with the Director for Learning Services.
- Manage petty cash transactions efficiently.
Program Management
- Keep the reception area professional and welcoming; organize training and seminar materials.
- Greet and assist attendees as they arrive for training sessions or seminars.
- Check in participants according to office procedures, ensuring their information is accurate.
- Manage attendee relations and address any concerns, working under the guidance of the Director for Learning Services.
- Clarify Bay Hewitt policies to customers when necessary.
- Confirm next day’s programs based on protocol and attendee preferences.
- Schedule customers to optimize the use of time for the Director and staff.
- Utilize the attendee quick-fill list to fill cancellations and no-shows.
- Collect payments from attendees during training or seminars.
- Assist in scheduling follow-up appointments as required.
- Provide support in the training/seminar room as needed.
Records Management
- Accurately collect and record individual attendee information.
- Maintain an organized filing system for training records.
- Ensure records are securely stored and handled in accordance with Bay Hewitt's privacy regulations.
- File customer information accurately and efficiently.
- Prepare necessary training documentation for the following day’s program.
- Track leads and referrals diligently.
Financial Management
- Input customer financial activities into the computer system.
- Manage accounts receivable processes.
- Prepare bank deposits and financial statements.
- Follow up on overdue accounts and arrange payment schedules with customers.
- Coordinate payments to Bay Hewitt suppliers and vendors.