Capital Transport and Logistics Group Pty Ltdauthority to actThis position must act within written group policies, procedures and operations manuals.
All decisions outside these parameters must be approved by your direct manager.Number of staff reporting directly to this position0Critical relationships (internal)Customer Experience SupervisorGroup Customer Experience ManagerCustomer Service DepartmentTaxi Trucks DepartmentFleet Management DepartmentSales and Account Management DepartmentAdministration DepartmentContracts DepartmentHR and HSEQ DepartmentCritical relationships (ExTErnal)Existing clientsSub-contractorsPosition SummaryAs a Customer Service Officer, you will report directly to the Customer Experience Supervisor and indirectly to the Group Customer Experience Manager.
You are responsible for ensuring that all telephone calls are answered promptly and professionally at all times.
As a Customer Service Officer, you are to provide superior customer service to our clients by ensuring that all client bookings are taken efficiently and accurately.
You must identify and resolve any potential delivery issues before they impact our clients and ensure that all clients are informed of any delivery issues or delays.
You are also required to follow up on any service issues by liaising between the client, sub-contractor and relevant Departments.Customer Service OfficerDepartmentCustomer ExperienceReports directly toCustomer Experience SupervisorReports InDirectly toGroup Customer Experience ManagerNumber of reporting relationships2Employing entityCapital Transport and Logistics Group Pty Ltdauthority to actThis position must act within written group policies, procedures and operations manuals.
All decisions outside these parameters must be approved by your direct manager.Number of staff reporting directly to this position0Critical relationships (internal)Customer Experience SupervisorGroup Customer Experience ManagerCustomer Service DepartmentCourier DepartmentTaxi Trucks DepartmentFleet Management DepartmentSales and Account Management DepartmentAdministration DepartmentContracts DepartmentHR and HSEQ DepartmentCritical relationships (ExTErnal)Existing clientsSub-contractorsPosition SummaryAs a Customer Service Officer, you will report directly to the Customer Experience Supervisor and indirectly to the Group Customer Experience Manager.
You are responsible for ensuring that all telephone calls are answered promptly and professionally at all times.
As a Customer Service Officer, you are to provide superior customer service to our clients by ensuring that all client bookings are taken efficiently and accurately.
You must identify and resolve any potential delivery issues before they impact our clients and ensure that all clients are informed of any delivery issues or delays.
You are also required to follow up on any service issues by liaising between the client, sub-contractor and relevant Departments.1.
Key Responsibilities and Tasks1.1 Performance measures and key performance indicators (KPI)You must ensure you meet the following performance measures and KPIs:Performance MeasureBenchmarked KPITelephone calls are answered promptly to avoid unnecessary abandoned calls and high average answering timesAnswer within 3 rings (i.e. 7 seconds)Client bookings are taken efficiently and accurately to minimise booking errorsBooking errors must not exceed 1.5% of your total bookings per dayAverage number of client calls handled per hour per dayAverage of 15 client calls per hour, per dayAverage call handling timeDoes not exceed 1 minute and 50 seconds (ie. 110 seconds)Number of re-queued telephone callsLess than 2% of total calls1.2 Customer Service and client bookingsProvide superior customer service to clients at all times.
You must answer all phone calls with "Welcome to Capital,



this is (name)Ensure that you capture the following information on all telephone bookings:Type and number of goods;Dimensions;Weight; andSpecial delivery instructions (if they apply).Ensure that all bookings are taken in line with the Company Manual Handling Policy. You must ensure that you take all reasonable steps to ensure no bookings that pose a hazardous manual handling risk are entered into the TMS. You must elevate to your Manager where you are unsure or in any instance where you need to book an assistConsider the requirements of each job, including the setting the sub-contractor will be exposed to and apply suitable control measures to the booking, including but not limited to specialised equipment, manual handling equipment, detailed instructions and/or an assistEnsure that Dangerous Goods bookings are made in line with the Company Dangerous Goods Policy, and that all Dangerous Goods bookings are authorised by a Supervisor, Manager or other authorised personPromote the Capital Group's online booking system and tracking system to all clients at all timesWhere you are tasked with performing client call backs you must:Ensure that you proactively contact clients to inform them of the status of their pick ups. Where there are any anticipated or actual delays, you must ensure that clients are contacted and informed of such delays as soon as they appear in the "Call Backs" section of the Transport Management System (TMS);Ensure all client ring backs for new and endangered accounts, VIP and express jobs are made within the agreed timeframe set by your Manager;Escalate any jobs where the delivery is within 15 minutes of the completion deadline to the relevant Department Supervisor or Manager via the "Query" function in the TMS;Ensure any updates, times and changes to bookings are properly actioned immediately after the relevant telephone call, prior to answering the next phone call; andEnsure all client correspondence, times and changes to jobs are recorded in the Notepad section of the TMS against the relevant job number.You must use your best endeavours to resolve client queries in one telephone callAction and resolve all client enquiries within 24 hours of receipt. If a client enquiry cannot be resolved within 24 hours, you must escalate the matter to your Manager immediately. You are required to liaise with the relevant Departments, clients and sub-contractors, where necessaryWhere required, you must transfer telephone calls to the appropriate person, which may include the relevant Account Manager. When doing this, you must ensure that all relevant information received is accurately passed on to the appropriate person. In no circumstances are you to simply transfer the call without communicated the relevant informationYou must be logged into the telephone system at all times, with the exception of "Make Busy" and break times, to accept incoming telephone calls. You must ensure you use the use the telephone system as outlined in the Customer Service Standard Operating Procedures. In particular, you are to only use the "Make Busy" telephone option for breaks and for the purpose of completing work related tasks1.3 administrationMonitor the Bookings' public email folder, action emails within 24 hours of receipt.
If you are unable to resolve the issue within this timeframe, you must elevate to your Manager without delayIf you are instructed to service the Koala accounts,



you must monitor the Google Live Spreadsheet1.4 General ResponsibilitiesAttend Customer Service Department meetings as requiredAttend one on one meetings with your Manager as requiredEnsure all incidents reported to the Customer Service Department are forwarded to the relevant Department, immediately.
You must ensure you obtain all the relevant information including the relevant driver number, job number and client contact number so the relevant Department can follow up the incident accordinglyEffectively communicate with colleagues and sub-contractorsAdvocate co-operation with other departmentsEnsure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteousBe logged in to all relevant programmes and ready to handle incoming calls at the beginning of each shiftAssist with any reasonable tasks requested by your Manager; which may include, but is not limited to, being available for on-call work during peak periods of the yearNotify your Manager if you require additional training as soon as practicableEnsure you use work time and resources for work activities, through limiting personal phone calls, internet browsing and mobile phone usageEnsure compliance with Capital Group's Company Policies at all timesEnsure compliance with the Work Health and Safety (WH&S;) responsibilities as outlined in section 32.
Work Health and Safety (WH&S;) ResponsibilitiesAll staff are responsible for the following safe work procedures and instructions:2.1 Employees mustCooperate with the Capital Group in relation to activities undertaken to comply with WH&S; and National Heavy Vehicle legislation;Undertake all relevant training to carry out your responsibilities in line with CG's policies and procedures and legislative requirements;Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:Load Restraint;Mass and Dimension;Fatigue;Speed; andVehicle Standards.Ensure that any potential or actual breaches of CG policies and procedures are reported immediately to their Manager;Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; andNot wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.2.2 Supervisors are responsible forProviding adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CG's policies and procedures and legislative requirements;Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures and escalating to the Manager and relevant key stakeholders;Assisting with any efforts undertaken by the Capital Group to implement initiatives and corrective actions to comply with WH&S; and National Heavy Vehicle legislation;2.3 Managers and Section Heads are responsible forEnsuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CG policies and procedures, and legislative requirements;Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures;Monitoring internal and external processes to identify risks to the business and developing suitable control measures;Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.
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📌 Customer Service - Customer Service Officer (New South Wales)
🏢 Capital Group
📍 New South Wales