Answering Service Job Description

October 15, 20110 Comments

Answering Service Job Description and Profile

An Answering Service Operator’s basic duty is to answering service of the clients as the name sounds. The main responsibility is to relay incoming, interoffice, and outgoing calls. The operator operates cordless or cord switchboard for greeting callers and announcing phone number or name of client. The duty includes recording and delivering messages, providing information, relay calls and accept orders.

Duties and Responsibilities

There are a number of duties and responsibilities which are expected to be fulfilled by an answering service operator and they are as follows:

  • The answering service manager has the duty to answer incoming calls, greeting the callers, providing required information, transferring incoming calls or taking messages as essential.
  • He or she has to operate the communication systems like telephone, intercom, switchboard, two-way radio and so on perfectly.
  • He or she has the duty to relay and route the verbal and written messages as well as the emergency calls.
  • The duty includes managing the telephone calls such as placing telephone calls or arranging conference calls as directed.
  • He or she has the duty to page the individuals to inform about the telephone calls, using paging and interoffice communication equipment.
  • He or she needs to perform the clerical duties like proofreading, typing, accepting orders, sorting mails and scheduling appointments.
  • He or she needs to maintain the records for presenting them to seniors such as about the charges incurred, recording messages, suggesting rephrasing for clearness and conciseness.
  • He or she has to be ensuring about the security systems Monitoring alarm systems ensuring the maintenance of secure conditions. Contacting security staff individuals using radiotelephones, when necessary.
  • He or she has to resolve the quires of clients as well by answering simple questions about businesses.
  • It will be needed to arrange the stamping messages with date and time, and filing them appropriately.

Skills and Specifications

There are a number of skills and specifications required in a candidate desiring to do the job of an answering service operator and they are as follows:

  • The person should have very impressive telephone etiquette.
  • He or she needs to be an excellent communicator and so should have the skills both verbally and written.
  • The person needs to have exceptional interpersonal skills and should have the ability to work with others in close manner.
  • He or she should have the quality of a nice learner to understand, and execute complex written and verbal instructions.
  • He or she should have exceptional basic computer skills with the good organizing and planning skills.
  • He or she should have the quality to provide satisfactory customer service externally and internally.
  • The person should be very calm and composed and be able to react effectively and calmly in emergencies.
  • He or she needs to be very honest and able to maintain customer confidentiality.
  • He or she should be able to work under rigorous pressure and meet close deadlines.

Education and Qualifications

  • The person should have a High school diploma or general education degree from an accredited institution.
  • The other requirement is having some past working experience in call center activities.

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