Customer Communications Specialist

Department: Human Resources

Employment Type: Full Time

Location: Gainesville, FL

Reporting To: Director, HR Business Partner

Description

Key Responsibilities

• Serve as the first point of contact for visitors, vendors, customers, and employees, providing a professional and welcoming experience. 
• Answer, screen, and direct incoming phone calls, emails, and inquiries in a timely and courteous manner. 
• Listen actively to customer concerns, identify solutions, and follow through to ensure issues are resolved effectively. 
• Coordinate office requests and support services, serving as a resource for employees and external partners. 
• Process orders and requests for business cards, name badges, office supplies, and other administrative services. 
• Assist with scheduling, visitor management, and vendor coordination activities. 
• Support day-to-day office operations to ensure a positive and productive workplace environment. 
• Monitor building access and assist with visitor and contractor check-in procedures in accordance with company safety and security guidelines. 
• Respond appropriately to urgent situations, escalating concerns to the appropriate resources when needed. 
• Complete special projects and administrative tasks as assigned. 
• Collaborate effectively with team members to ensure assignments are completed accurately and on time. 
• Contribute ideas for improving customer service processes and enhancing the overall employee and visitor experience. 

Skills, Knowledge and Experience

• High school diploma or GED required. 
• Associate degree or related coursework preferred but not required. 

• Previous customer service, hospitality, retail, administrative support, or receptionist experience preferred. 
• Experience working with multi-line phone systems preferred. 
• Basic proficiency with Microsoft Office applications, including Outlook, Word, and Excel. 

• Strong customer service mindset with a genuine desire to help others. 
• Excellent verbal and written communication skills. 
• Demonstrated problem-solving ability and sound judgment. 
• Ability to remain professional and composed while handling multiple priorities. 
• Strong organizational skills and attention to detail. 
• Ability to take initiative and work independently. 
• Strong interpersonal skills and the ability to build positive relationships with employees, customers, and visitors. 
• Ability to adapt to changing priorities and respond effectively to unexpected situations.