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Job Opportunity at Annerley – Office/Client Relationship Manager

Posted on 07 November 2017 by Ailish Cotton

November 2017

We are looking for a real multi-tasker who is highly organised with an interest in people, an eye for detail, and to top it all is a kind and happy homemaker!

The role is a full-time Office Manager of a small, well-established midwife-led clinic in Hong Kong. Over the past decade we have built a unique, boutique business, very personal and and totally client-focused. We are looking for an empathetic individual capable of performing tasks requiring a talent for interpersonal-communication, organization and planning. The successful applicant will be expected to rapidly acquire a comprehensive knowledge of our core business objectives and master the details of all of our services and products while demonstrating all the key, basic, small-office, housekeeping skills.

This post requires a special individual who will take care of everything from setting the mood at the start of the day, welcoming clients, handling bookings, stock control, keeping the place tidy, managing the midwives’ schedules and making sure cups are clean and drinks are always offered. We have intentionally cultivated a secure and intimate working environment cognisant of the fact that our clients are going through a very special event and often emotionally dynamic period in their lives. Our clients will often be disclosing very intimate details of their private lives so absolute discretion allied with a sensitive and a non-judgemental attitude are essential attributes. Work in this field can be hugely rewarding but it can be busy and not infrequently you may find that you have several balls in the air at the same time. The Office Manager needs to be highly organized, able to think ahead and be willing to turn their hand to pretty much anything. An ability to maintain calm under pressure would be a definite advantage. Basic accounting skills will be sufficient but a well developed understanding in social media, email and communication in English is required. An ability to speak Cantonese and Mandarin and Icelandic would be a bonus. We are a tech-savvy company who devote a significant amount of time and energy to developing our communication and marketing strategies thus skills in using basic 21st century tools such as Facebook, Pinterest, WordPress, Canva etc would be highly desirable. Our basic email and filing systems are built on Google Business – all systems are in place and easy to navigate.

DUTIES AND RESPONSIBILITIES:

  • Manages all daily administrative operations of the clinic, including establishing work priorities, and ensures a smooth running of the day-to-day operations of the business, including keeping the clinic manned, neat and welcoming for clients at all times.
  • First contact with client and manages all incoming calls, emails, direct face-to-face enquiries and requests from clients regarding services and products provided, and main contact for all sales and bookings of such services.
  • Client relationship management – shared with the Practice Manager.
  • Some responsibility for financial and accounting duties, mainly very simple daily reports. Responsible for petty cash and day to day expenses.
  • Maintains the booking system and website and makes sure everything is up to date.
  • Use social media for marketing and promoting. Update and maintain advertising schedule and marketing schedule.
  • Oversees scheduling of all classes at least one year in advance, including allocating the teachers to each course.
  • Provides administrative assistance and support to the midwives, including problem solving, project planning and management, day-to-day office coordination, and secretarial services.
  • Manages and oversees business computer system and filing. We use Google drive as our filing operating system.
  • In charge of sales and stock control.
  • Manages day-to-day running of the office, such as stationery and printing, snacks and drinks for classes etc.
  • Assists with coordinating programs, seminars, workshops, travel arrangements, special projects, and/or events.
  • Performs miscellaneous job-related duties as assigned.

WORKING CONDITIONS AND PHYSICAL EFFORT:

  • Work is normally performed in a typical interior/office work environment.
  • Some work will be done outside office, such as necessary tasks in banks, post office, suppliers, government offices etc.
  • Working hours are from 9.00am to 6.30pm.
  • The role is under general supervision and in line with the Managing Directors.
  • Holidays 15 working days per year plus all public holidays.

Please contact Ailish ailish@annerley.com.hk if you feel you are the perfect fit to the Annerley team. To find out more about Annerley, please see our website www.annerley.com.hk

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