Assistant to Head of Customer Service

SUMMARY:
A leading client within the Maritime Cranes & Construction Machines (MCC) division is seeking for a highly professional, experienced and detail-oriented Assistant to the Head of Customer Service (HoCS) to join their team in Durban. This role requires a strong administrator who thrives in a high-pressure, customer-centric environment and is capable of managing multiple priorities with accuracy and professionalism.  The Assistant to the HoCS will provide comprehensive executive and operational support to the Head of Customer Service and the broader Customer Service Department. The role is responsible for ensuring efficient daily operations, managing administrative functions, coordinating communication, and optimizing workflow procedures within the department. This position serves as the primary point of reference for all queries, requests and matters related to the Customer Service department.

POSITION INFO:

Key Responsibilities

• Provide full administrative support to the HoCS
• Act as gatekeeper and first point of contact for internal and external stakeholders
• Manage correspondence (emails, memos, letters)
• Screen telephone calls and respond to queries (in person, telephonically and via email)
• Coordinate meetings, conferences, staff meetings, and events
• Anticipate HoCS requirements ahead of meetings and engagements
• Prepare reports, presentations, and complex documentation
• Manage travel arrangements and expense claims
• Maintain schedules and contact lists.

• Assist in managing daily operations to ensure a safe, positive, and profitable working environment
• Maintain accurate company and departmental record systems
• Maintain filing systems and employee management records
• Oversee office services and administrative team operations
• Assist in developing office policies and workflow procedures
• Vendor coordination and procurement of office equipment and supplies
• Verify expense claims
• Assist with financial reporting information gathering
• Customer accounts management
• Credit applications and supplier management
• Commercial project management support
• Manage housekeeping within the department
• Handle post and courier services
• Provide event management support
• Perform additional duties for the overall benefit of the company.

Minimum Requirements

• Post-Matric Diploma or Higher Certificate (NQF 6) in Secretarial or Administration discipline

• Minimum 4 – 5 years’ experience in a similar role
• Experience within a pressured, customer-centric environment
• Strong numeracy and literacy skills

• Advanced Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Baan system knowledge advantageous.

Key Competencies & Skills

• Exceptional administrative and organizational skills
• Strong analytical and critical thinking ability
• High level of professionalism and confidentiality
• Excellent written and verbal communication skills (English)
• Ability to anticipate needs and work proactively
• Strong problem-solving ability
• Accuracy and attention to detail
• Ability to work independently with minimal supervision
• Strong time management skills
• Ability to handle pressure and meet deadlines
• Sound decision-making ability
• High level of integrity and dependability.

Personal Attributes

• Self-motivated and highly driven
• Assertive and confident
• Dedicated and helpful
• Friendly yet professional
• High tolerance for stress
• Organized and responsible
• Innovative thinker.