Client Specialist

Bay Hewitt is a leading Philippine provider of business consulting, learning/training and development solutions, and performance management tools for global companies, government and educational institutions, and small to medium scale businesses. As a reliable partner for our clients, we deliver professional training and improve business performance through innovative solutions. Bay Hewitt's experience, ability, and dependability have made us the partner of choice for large companies in the Philippines. We provide organizations with a new level of visibility to help them make more informed business decisions and increase total growth.

Responsible for administering the day-to-day activities of the Bay Hewitt business office, including: maintenance of records, scheduling of training programs, accounts receivable, maintaining appearance and order of office, presentation of training program or seminar options to potential clients, management of Bay Hewitt’s online brand and image including social media sites, and sales and marketing of Bay Hewitt programs, products, and services.

Reception Management

Program Management

- Maintain a professional reception area; organize training and/or seminar materials, etc.
- Greet and welcome training/seminar attendees to the program
- Check in attendees according to office protocol, verifying and updating attendee information
- Oversee attendee relations & handle attendee complaints, under the Director for Learning Services’s indirect supervision
- Help explain Bay Hewitt policy to customers
- Confirm the next day’s programs according to protocol and attendee preferences
- Schedule customers for efficient use of the Director’s and staff time
- Check attendee quick-fill list to try to fill in cancellation and no-show appointment times
- Collect payment from attendees at the time of training/seminar
- Make follow-up appointments as needed
- Assist in the training/seminar room as needed

Records Management

- Gather and accurately record individual information from attendees
- Keep accurate and organized training records
- See that records are stored securely and handled in compliance with Bay Hewitt privacy and security regulations
- Accurately file customer information
- Arrange necessary training records or information for next day’s program
- Track leads and referrals

Financial Management

- Enter customer financial activity in computer
- Maintain accounts receivable activity
- Prepare bank deposits
- Prepare statements
- Follow-up delinquent accounts
- Arrange payment schedule with customers
- Arrange payment for Bay Hewitt suppliers, vendors, and/or billing statements with utility companies

Inventory Management

- Monitor inventory and order office supplies as needed
- Monitor and make sure all office equipment is working properly

Office Participation

- Be an active participant in staff meetings
- Perform other tasks as assigned by the Director for Learning Services

Billing

- Prepare billing statements promptly and accurately mail billing statements
- Prepare and mail overdue account letters
- Telephone customers with accounts overdue
- Post checks received each day
- Manage customer financial accounts

Correspondence

- Sort, organize, and distribute mail
- Prepare and send out new customer and referral thank-you letters
- Prepare and send out customer notices
- Prepare and send out correspondence as directed by the Director for Learning Services

Sales and Marketing

- Generate leads using newspapers, websites, and other media
- Save new leads in the customer database
- Send out sales and marketing emails to potential clients
- Send out Bay Hewitt schedule of trainings/public seminars to leads

Branding Management

- Update all Bay Hewitt social media sites daily to maintain online image and activity
- Create new profile for Bay Hewitt for new sites

Responsibilities

Manage day-to-day operations of the Bay Hewitt office; Open and close office according to office protocol; Review the office for a neat, professional appearance and make necessary changes; Check the daily schedule for accuracy and inform all stakeholders; Answer and respond to telephone calls with professionalism; Review supplies for reception and provide order to the Director for Learning Services; Maintain petty cash

Requirements

Candidate must possess at least a Vocational Diploma / Short Course Certificate, Bachelor's/College Degree , any field.; Required skill(s): Customer Focus, Creativity, Flexibility, Attention to Detail, Deadline-Oriented, Microsoft Office Skills, Project Management Skills; Above-average selling and marketing skills; Familiarity with online social media sites; Good communication and effective verbal skills, spoken and written, both in English and Filipino (Tagalog); Strong to advanced computer skills; Good interpersonal skills to maintain effective rapport with customers, executives, other staff members and community; Able to adapt to office policy improvements (office is constantly striving for improved customer care/service); Conflict resolution experience; Customer service or client relations experience; Quick response/accurate data entry in a short time frame, efficiency; Ability to grasp client needs and consider solutions; Good team working skills and flexibility; An awareness of the competitive business environment in which they work; Applicants must be willing to work in Mandaluyong City but telecommuting or work from home is allowed from time to time and depending on arrangement; Fresh graduates/Entry level applicants are encouraged to apply.; At least one year working experience is an advantage but not required; Very confident