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Job Description Customer Care Representative BASIC PURPOSE: • To provide clerical and administrative support for the general office of the Harlingen Area Chamber of Commerce. AUTHORITY: • To recommend procedures that will expedite clerical and administrative tasks. • To make recommendations that will improve the overall operations and efficiency of the general office. RESPONSIBILITY: The primary focus of this job is to handle clerical, reception and administrative responsibilities for the general office of the Harlingen Area Chamber of Commerce, and help maintain office supply inventory. DUTIES: General – 1. Answer phones 2. Serve walk-in guests 3. Ticket sales 4. Filing 5. Maintain office supply inventory 6. Assist in Oversight of office equipment repairs 7. Errands 8. Mailings 9. Departmental support 10. Assist with data input 11. Word processing 12. Handle other related responsibilities as assigned that are consistent with the purpose of this position. Specific – 1. Answer the general office telephone calls and respond to questions and requests 2. Maintain the general office records and files 3. Inventory office supply items, monitor use of items, compare prices and prepare purchase order 4. Update community information and maintain supply of brochure and pamphlets for walk-ins and callers requesting information 5. Answer general information inquiries on web site 6. Compile and assemble information for new member packets and mail information to prospective members 7. Assist in compiling and sending out Monthly due billings 8. Post and distribute all incoming checks, charges, or cash 9. Input changes to membership database 10. Stock relocation and tourism brochures. 11. Remove outdated material in lobby. 12. Set-up meetings, maintain meeting room calendar 13. Support all chamber staff with word processing, phones, sorting of mail, stocking supplies, emailing, assist with maintaining database and scheduling appointments


14. Assist Chamber and CVB staff in making reminder phone calls to event attendees. 15. Update Chamber and Community Information and assure correctness 16. Update member listings on hotels, restaurants, employment agencies, etc. 17. Track the information members and customers are requesting 18. Prepare items for first class and bulk mailings 19. Assist and gather information for walk-in visitors. Refer to proper staff member. 20. Sell tickets for member events and safely secure cash receipts. 22. Take reservations for luncheons, committee meetings and special events 22. Keep office stocked with paper goods, beverages and coffee for meetings 23. Perform rapid referrals through database and notify members that a referral has been made. 24. Schedule and oversee monthly lobby display. 25. Manage Board and Conference room schedules and reservations. 26. Create FM3 letters and maintain file for Chamber members doing business in Mexico.l 27. Maintain Chamber photo library on flash drive. 28. Date all incoming mail and distribute to staff mailboxes. 29. Maintain postage meter and record reports. 30. Assist with set-up/clean-up as needed for events. 31. Maintain and clean kitchen area in lounge. Other daily responsibilities: Put up and take down U.S. and Texas flags Check meeting room schedule and assure rooms are ready. Make sure lobby is neat, clean and free of clutter Feed Fish. PERFORMANCE INDICATORS: 1. Outstanding customer service attitude 2. Excellent phone and communications skills 3. Quality of work 4. Computer literacy 5. Reaction by all Chamber staff to Receptionist’s interaction 6. Productivity within established timelines QUALIFICATION REQUIREMENTS: 1. Vocational training in computer and clerical skills 2. Verbal skills, including telephone 3. Interpersonal skills 4. Computer proficiency in word processing and data management 5. Team player ability to work under pressure in a demanding environment


Customer Care Representative