Communications Specialist
Location: Ottawa, Ontario, Canada
Reports To: Management
Position Summary
The Communications Specialist serves as the primary point of contact between DOOTOR ENTERPRISES and its clients. The successful candidate will manage all forms of communication, maintain accurate client documentation, provide timely updates to management, and ensure every client receives exceptional service throughout their journey.
This role requires excellent communication skills, professionalism, patience, confidentiality, and the ability to work effectively under pressure while representing the company's values of integrity and excellence.
Key ResponsibilitiesClient Communication
- Receive and make phone calls professionally.
- Communicate with clients via WhatsApp.
- Respond promptly to emails.
- Handle incoming and outgoing mail.
- Provide accurate information regarding services, appointments, and documentation requirements.
- Follow up with clients throughout their application process.
Documentation & Records Management
- Maintain complete and organized client files.
- Ensure all client documents are properly received, scanned, uploaded, and stored.
- Manage digital records using Microsoft OneDrive.
- Track application progress and maintain accurate records.
- Ensure confidentiality of all client information.
Administrative Duties
- Schedule appointments.
- Prepare correspondence for management.
- Keep communication logs.
- Report client updates and concerns to management.
- Assist with general office administration.
Social Media Communication
Assist in managing the company's online presence by:
- Facebook
- WhatsApp Business
- Instagram
- TikTok
Responsibilities include:
- Responding to customer inquiries.
- Posting company updates.
- Providing professional customer service online.
- Directing enquiries to the appropriate department.
Customer Service
- Build positive relationships with clients.
- Resolve complaints professionally.
- Escalate complex issues to management.
- Maintain excellent customer satisfaction.
Required Skills & Competencies
The ideal candidate should possess:
Communication Skills
- Excellent verbal communication
- Excellent written communication
- Active listening skills
- Telephone etiquette
- Professional email writing
Personal Qualities
- Patience
- Honesty
- Integrity
- Professional appearance
- Cleanliness
- Positive attitude
- Confidentiality
- Reliability
- Attention to detail
Professional Skills
- Crisis management
- Teamwork
- Ability to work under pressure
- Time management
- Problem-solving
- Organizational skills
- Multitasking
- Customer relationship management
Technical Skills
- Microsoft OneDrive
- Microsoft Word/Spreedsheet
- Microsoft Excel (basic)
- Email management
- Internet research
- Document scanning and uploading
- File management
- WhatsApp Business
Social Media Skills
Working knowledge of:
- Facebook
- WhatsApp Business
- Instagram
- TikTok
Qualifications: High School Qualification
Experience: No experience required
Key Performance Indicators (KPIs)
The Communications Specialist will be evaluated based on:
- Client response time
- Customer satisfaction
- Accuracy of documentation
- Timeliness of follow-ups
- Organization of client records
- Professional communication standards
- Team collaboration
- Social media responsiveness
- Accuracy of reports submitted to management
Core Values
Every Communications Specialist at DOOTOR ENTERPRISES must demonstrate:
- Integrity
- Excellence
- Professionalism
- Accountability
- Compassion
- Respect
- Confidentiality
- Diligence
- Service Excellence
Pay: From $18.00 per hour
Work Location: Hybrid remote in Ottawa, ON
