Admin and Customer Service Lead at The Olive Prime Psychological Services

Admin and Customer Service Lead

  • Job Type Full Time
  • Qualification BA/BSc/HND , MBA/MSc/MA
  • Experience 3 years
  • Location Lagos
  • Job Field Administration / Secretarial&nbsp , Customer Care&nbsp

Job Summary

  • Responsible for supervising daily operations of the company, plan the most efficient administrative procedures and also act as a liaison between clients and the organization by assisting with complaints, billing and other queries.

Customer Service Functions:

  • Manage clients and their requests by responding to questions and complaints through means such as telephone calls, emails etc in a timely manner.
  • Ensure customer retention and increase our customer base.
  • Keep proper records and updated customer and clients’ database.
  • Maintain logs and records of calls, hard copies of patients’ files, billing activities and other information.
  • Opening of patients’ files for newly registered patients, allotting
  • hospital and medical record number and retrieving of patients files when clients come for follow up.
  • Check that all discharged patients are properly followed up by primary Clinicians.
  • Take enquiries from patients or their relatives with regards to our services, prices and operations either via telephone or in person.
  • Focus on providing exceptional services resulting in customer satisfaction
  • Attempt to resolve and de-escalate any issues in a calm manner
  • Exhibits a detail oriented etiquette and friendly attitude at all times when answering telephone calls
  • Appropriately schedules patient appointments for consultations, evaluations, treatments, follow-up, or re-evaluation
  • Responsible for maintaining and updating patient medical records.

Admin. Function:

  • Plan and coordinate administrative procedures and systems and devise ways to streamline processes
  • Receive, dispatch and disseminate official correspondence.
  • Ensure the availability of necessary supplies by identifying procurement needs of the facility (reception, departments, kitchen, and wards)
  • Ensure effective planning and execution of operations by reducing waste levels
  • Ensure the facility and the office premises is always neat and tidy.
  • Ensure the kitchen unit, driving unit, cleaning unit and security unit deliver professional services.
  • Work with the Business team to develop excellent proposals
  • Ensure the smooth and adequate flow of information within the company to facilitate other business operations
  • Manage schedules and deadlines
  • Identify Staffing needs and relate it to HR
  • Comply with and maintain knowledge of company’s policies on dressing, attendance, computer usage, security, and confidentiality.
  • Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
  • Monitor costs and expenses to assist in budget preparation
  • Oversee facilities services, maintenance activities and tradespersons
  • Organize and supervise other office activities (recycling, renovations, event planning etc.)
  • Ensure operations adhere to policies and regulations
  • Ensure proper filling and documentation
  • Keep abreast with all organizational changes and business developments

Requirements and Experience

  • Minimum of B.Sc. in any related course, a Master’s Degree will be an added advantage.
  • Minimum of 3 years’ work experience as an Admin/ Customer Service personnel

Required Skills/Competencies:

  • Proven ability to execute complex and detailed processes and procedures timely, accurately and consistently.
  • Ability to multi task, prioritize work flow and complete task with a high level of organization, responsibility and efficiency.
  • Ability to adapt in a faced paced and changing environment
  • Strong problem solving and resolution skills
  • Ability to work independently and as part of a team
  • Must possess some emotional intelligence for customer management
  • Proficient in the use of MS Suit

Method of Application

Interested and qualified candidates should send their CV and Cover Letter to: [email protected] using the job title as subject of the email.


  • Only individuals who have a high expectation of themselves and are driven to work above and beyond are welcome to apply.
  • Delivery of professional and excellent services must be at your core.
  • Only shortlisted candidates will be contacted