Customer Service & Documents Coordinator

The Customer Service & Documents Coordinator will be responsible for managing customer interactions, handling inquiries, and ensuring accurate and timely processing of all related documentation. This role acts as a key link between customers, internal departments, and management, ensuring that information is properly recorded, organized, and communicated. The coordinator will maintain high standards of customer satisfaction, support day-to-day operations, and ensure that all documents, records, and correspondence are handled in a professional and confidential manner.

Key responsibilities

• Customer communication & support:

  • Respond to customer inquiries via phone, email, and other channels in a professional and timely manner.
  • Provide accurate information about services, procedures, and required documents.
  • Follow up with customers to ensure their requests and issues are resolved satisfactorily.

• Document handling & coordination:

  • Receive, review, and verify all incoming documents related to customer requests, contracts, and services.
  • Ensure documents are complete, accurate, and compliant with company policies and procedures.
  • Organize, classify, and maintain both physical and electronic records for easy retrieval.

• Data entry & record management:

  • Enter customer and document information into the company’s systems with high accuracy.
  • Update records regularly to reflect the latest status of requests, approvals, and communications.
  • Prepare periodic reports and summaries as requested by management.

• Internal coordination:

  • Coordinate with relevant departments (operations, finance, HR, etc.) to process customer requests and documentation.
  • Track the progress of documents and ensure they move smoothly through the required approval steps.
  • Escalate urgent or unresolved issues to the appropriate supervisor or department.

• Quality & compliance:

  • Adhere to company policies, procedures, and confidentiality standards in handling customer data and documents.
  • Support the implementation of best practices in customer service and document control.
  • Contribute to improving workflows, forms, and documentation processes where needed.

• General administrative support:

  • Assist in preparing letters, emails, and official correspondence related to customer and document matters.
  • Support the team with scheduling, filing, and other administrative tasks as required.

Requirements & qualifications

• Education:

  • Bachelor’s degree in one of the administrative specializations (e.g., Business Administration, Management, Office Administration, or related field).

• Language skills:

  • Proficiency in the English language, both spoken and written.
  • Ability to draft clear, professional emails and documents in English.

• Technical skills:

  • Good computer skills and familiarity with MS Office (Word, Excel, Outlook, PowerPoint).
  • Ability to work with document management systems and internal company software (training will be provided).

• Experience (preferred but not always mandatory):

  • Previous experience in customer service, administration, or document control is an advantage.
  • Experience in a corporate or large-company environment is preferred.

• Personal competencies:

  • Strong communication and interpersonal skills.
  • High attention to detail and accuracy in handling documents and data.
  • Good organizational and time-management skills, with the ability to handle multiple tasks.
  • Professional attitude, confidentiality, and a strong sense of responsibility.
  • Ability to work both independently and as part of a team.