Customer Communications Specialist

Advita Ortho; Gainesville (FL); On-site; USD 36,000 - 54,000; Full time

Job summary

Advita Ortho in Gainesville, FL seeks a Customer Communications Specialist to provide outstanding front-office support, greet visitors, and handle inquiries for internal and external customers.

The role emphasizes professional communication, problem solving, and coordinating administrative tasks to create a positive workplace experience for employees, vendors, and guests.

Qualifications

• High school diploma or GED required.
• Associate degree or related coursework preferred but not required.
• Experience in customer service, hospitality, retail, administrative support, or receptionist roles preferred.
• Experience working with multi-line phone systems preferred.
• Basic proficiency with Microsoft Office applications, including Outlook, Word, and Excel.

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

Customer service

Multiline phone systems

MS Office

Verbal communication

Written communication

Organization

Problem solving

Attention to detail

Independent work

Visitor management

Education

High school diploma or GED

Associate degree encouraged

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Customer Communications Specialist

Department: Human Resources

Employment Type: Full Time

Location: Gainesville, FL

Reporting To: Director, HR Business Partner

Description

Provide exceptional customer service to internal and external customers by serving as a welcoming and knowledgeable first point of contact. Create positive experiences for visitors, employees, vendors, and callers by addressing inquiries, resolving issues, coordinating requests, and ensuring efficient front-office operations. Demonstrate a proactive, service-oriented approach with a focus on problem solving, communication, and attention to detail.

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

Education:

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

Experience:

• 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.

Functional/Technical Knowledge, Skills and Abilities Required:

• 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.