Corporate Communications Manager/ Executive Assistant To the MD

Position Overview:

We are seeking a highly organized and detail-oriented Email Manager with Administration Support to manage email communication and provide general administrative support for our team. This role will involve responding to customer queries, handling email interactions efficiently, preparing reports, and assisting with various administrative tasks to support daily business operations. The Email Manager will be instrumental in maintaining smooth communication, organizing workflows, and ensuring a seamless customer service experience.

Key Responsibilities:

1. Corporate Communication Management:

• Monitor and manage the companys general email inbox, ensuring timely and professional responses to all inquiries, requests, and concerns such as customer queries, sending quotations, payment reminders.
• Respond to queries, providing accurate information, solutions, and assistance, or escalating issues to the relevant departments when necessary.
• Address complaints and work towards resolution in a way that ensures satisfaction.
• Follow up to ensure their issues are resolved and that they are satisfied with the service provided.

2. Email Communication Support:

• Coordinate with internal teams  to ensure timely responses and resolution of  issues.
• Create and maintain standardized email templates for frequent inquiries to improve response time and consistency.
• Manage customer communication, updating them on the status of inquiries, orders, or concerns, ensuring timely and clear information sharing.

3. Report Preparation and Analysis:

• Prepare weekly and monthly reports based on email interactions
• Provide actionable insights to management based on email-related data and ensure that reporting systems are maintained accurately.

4. Administrative Support:

• Provide general administrative support to the team, including managing calendars, scheduling meetings, and organizing office operations.
• Assist with data entry, filing, and maintaining organized records of email communications and customer interactions.
• Handle incoming and outgoing correspondence, organizing and prioritizing tasks for the team to ensure efficiency.
• Assist with the preparation of presentations, reports, and documentation as needed.
• Help organize and maintain physical and digital filing systems for easy access to documents and records.

5. Quality Assurance:

• Ensure that all email communication adheres to the company’s standards of professionalism, tone, and accuracy.
• Maintain email templates, ensuring they are updated as necessary to reflect changes in policies, services, or common queries.
• Ensure that all email communications comply with data protection and privacy regulations.

Qualifications:

• Education: B. Sc (Chemistry) preferred.
• Experience: At least 10 years of experience in email management, customer service, or general administrative support.

• Skills:
• Strong written communication skills with the ability to maintain a professional tone in all email correspondence.
• Proficient in Microsoft Office Suite (Excel, Word) and familiarity with email management tools is a plus.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• High attention to detail, with the ability to spot errors and inconsistencies in reports or email content.
• Ability to work independently, prioritize tasks, and manage time efficiently.