Customer Services Agents X3 at ADvTECH

Job Purpose:

• A Customer Services Agent serves as the primary point of contact for students, addressing their inquiries and concerns through various channels, such as calls, emails, and helpdesk tickets. The role is centered on delivering timely, accurate and empathetic support while ensuring a positive student experience.

Duties & Responsibilities:

Call Handling

• Managing student calls efficiently and professionally to ensure their concerns are addressed. Agents are the first point of contact for students, making their role crucial for creating a positive impression of the institution
• Handle incoming student calls via FreshCaller promptly.
• Understand and analyze student concerns to provide accurate information and effective solutions. 
• Manage call flow efficiently during peak times and prioritize urgent queries.
• Escalate complex or unresolved issues to the appropriate department following established protocols. 
• Demonstrate patience, empathy, and active listening skills to ensure students feel heard and valued. 
• Record detailed and accurate call logs in FreshCaller, including the student’s query, actions taken, and outcome. 
• Analyze call data to identify recurring issues and propose actionable solutions to reduce their frequency

Ticket Resolution

• The ability to resolve logged tickets efficiently and effectively is essential for meeting students' needs and maintaining their trust.
• Address and resolve tickets logged by students through the helpdesk system within defined SLAs. 
• Accurately document the nature of the issue, the steps taken to resolve it, and the resolution outcome. 
• Monitor ticket queues to ensure all tickets are assigned and addressed promptly. 
• Communicate effectively with students throughout the ticket resolution process, keeping them informed of progress or delays. 
• Collaborate with other departments to resolve complex issues requiring specialized input. 
• Escalate tickets timeously to the relevant departments and follow-up the tickets until resolution 
• Ensure all tickets in the helpdesk system are updated with relevant information, status changes, and resolutions. 
• Generate periodic performance and issue-tracking reports for management review. 
• Record detailed and accurate call logs in FreshCaller, including the student’s query, actions taken, and outcome. 
• Analyze ticket data to identify recurring issues and propose actionable solutions to reduce their frequency. 

Customer Service Excellence 

• Agents are responsible for delivering a superior customer experience by providing professional and empathetic support. 
• Maintain a friendly and approachable demeanor during all interactions with students.
• Actively seek to understand the student’s perspective and provide reassurance while addressing their issues. 
• Uphold the institution’s values and commitment to excellence in every communication. 
• Handle difficult or irate students professionally and efficiently 
• Strive to exceed students' expectations by going the extra mile to resolve their concerns

Knowledge and Continuous Improvement

• An agent's ability to stay informed and adapt to new information directly impacts their effectiveness in resolving student concerns.  
• Participate in training sessions and knowledge-sharing initiatives within the support team
• Regularly update knowledge of institutional policies, procedures, deadlines, and systems. 
• Keep abreast of common issues reported by students and collaborate on developing FAQ documents or knowledge base articles. 
• Suggest improvements to processes or tools that could enhance the efficiency of the student support function. 

Minimum Requirements:

Qualification Requirements

• NQF Level 6 Qualification in Business Administration or Information Systems/Technology (Minimum)
• NQF Level 7 Qualification in Business Administration or Information Systems/Technology (Ideal)

Work Experience

• 1 year of Administrative experience.
• Administrative experience in an Educational Institution is advantageous.

Deadline:8th September,2025