Client Service Officer - Southern Suburbs at Faircape Group

Job Description

Tokai Estate is one of six luxury retirement villages within the Faircape Group. It comprises two divisions: Faircape Life and Tokai Healthcare. Faircape Life offers a serene environment designed to provide seniors with the best possible lifestyle. Tokai Healthcare, our prestigious Sub-Acute Care and Rehabilitation Centre, focuses on providing restorative care and rehabilitation for patients recovering from various medical conditions, with an emphasis on acute conditions that impact their rehabilitation progress.

We currently have a  Client Services Officer for our Faircape Life division at Tokai Estate. This will be located in the Southern Suburbs of Cape Town.

The position will entail the successful incumbent to be the first port of call to ensure a high level of service and support to residents, and to be an excellent brand ambassador and representative of the Faircare Group.

If you would like to work in an environment that chases innovation and strives for excellence, then this is the role for you!

Duties will include but are not limited to:

• Warmly welcome new clients and handle public inquiries with professionalism and courtesy.
• Efficiently direct contractors and service providers to their designated locations.
• Manage incoming calls, ensuring seamless transfer to the appropriate personnel.
• Proactively manage and resolve resident complaints and inquiries, escalating issues to the Village Manager as needed.
• Supply residents with brochures and contact details for approved service providers (e.g., hairdressers, beauticians, taxis, TV services, computer services).
• Receive and process maintenance requests, adhering to established procedures.

• Maintain an accurate and up-to-date resident database and files.
• Handle daily coffee shop cash management and prepare weekly bank deposits.
• Submit eWallet requests for various functions.
• Oversee the office leave schedule and submit leave requests on ERS, including annual and sick leave.
• Process daily attendance reports and submit them to HR.
• Order staff uniforms.

• Address resident Body Corporate account queries and liaise with the Claremont office.
• Organise monthly domestic bookings and maintain a schedule of services for residents.
• Assist with the scheduling and administrative tasks for clubhouse facilities, including the Activities Centre, Games Room, Lounge, and Dining areas

• Assist the Village Manager with administrative tasks related to unit sales.
• Provide new residents with necessary application forms and coordinate with relevant departments at the Head Office.
• Organise access for contractors and update the in-house maintenance schedule to ensure tasks are completed promptly.

Requirements:

• Grade 12 
• Related qualification advantageous

Experience & Knowledge:

• Proven experience in similar front facing and administrative driven position 
• Proven experience with various administrative tasks

Skills & Attributes:

• Computer literate
• Proficient in both verbal and written communication.
• Strong commitment to providing exceptional customer service.
• Problem-Solving Skills, having the ability to quickly assess situations and provide effective solutions
• Strong administration skills and accuracy.
• Excellent interpersonal skills 
• Organisational Skills, having the ability to manage multiple tasks and priorities efficiently. 
• Strong attention to detail and accuracy in administrative duties.
• Excellent customer service skills
• Ability to manage time effectively to meet deadlines and client expectations.

 Specific Requirements:

• Clear health record
• Clear criminal record
• Clear credit record
• Contactable references