Administrative Assistant - Onsite
Title: Administrative Assistant - Onsite
Mandatory skills:
Front Desk,
Google Workspace,
customer service, administrative support,
shared inbox, legal documents, legal process,
calls, mail, mail handling, customer inquiries, voicemail message, package,
office coordination, document management, calendar, mailroom operations,
customer support, clerical, data entry, records management, scheduling
Description:
The Administrative Assistant 2 (AA2) plays a key role in ensuring smooth front desk operations and exceptional customer service. Under the direction of the Support Services Manager, they will assist with the daily coordination of administrative support.
See below for a list of daily responsibilities:
Warrant distribution process
Monitoring and responding to all client requests through a shared inbox
Customer service interaction is a primary aspect of this role, as the AA2 screens visitors, customers, and external vendors, directing them to the appropriate internal personnel.
Serves as a point-of-contact for the division when accepting legal documents, such as Garnishments and Service of Legal Process.
Answers both internal and external calls, provides helpful information, responds to inquiries, and resolves complaints efficiently. They ensure that all voicemail messages are reviewed daily and that customer inquiries are promptly addressed.
Responsible for receiving, sorting, scanning, and delivering all incoming mail and packages. This includes confidential documents, ACH applications, and returned Warrants of Payment. They ensure timely preparation and distribution of outgoing mail, tracking both incoming and outgoing correspondence daily
This position's efforts support the client s overall productivity and commitment to excellent customer service. Standard Work for front desk procedures will be provided to ensure consistent and efficient operations.
Required Skills:
2 Years of Client Facing Experience
3 Years of Front Desk Experience
Preferred Skills:
Google Workspace
Notes:
Onsite
8:00 AM-5:00 PM
VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.
Contact Details :
VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008
Title: Administrative Assistant - Onsite
Mandatory skills:
Front Desk,
Google Workspace,
customer service, administrative support,
shared inbox, legal documents, legal process,
calls, mail, mail handling, customer inquiries, voicemail message, package,
office coordination, document management, calendar, mailroom operations,
customer support, clerical, data entry, records management, scheduling
Description:
The Administrative Assistant 2 (AA2) plays a key role in ensuring smooth front desk operations and exceptional customer service. Under the direction of the Support Services Manager, they will assist with the daily coordination of administrative support.
See below for a list of daily responsibilities:
Warrant distribution process
Monitoring and responding to all client requests through a shared inbox
Customer service interaction is a primary aspect of this role, as the AA2 screens visitors, customers, and external vendors, directing them to the appropriate internal personnel.
Serves as a point-of-contact for the division when accepting legal documents, such as Garnishments and Service of Legal Process.
Answers both internal and external calls, provides helpful information, responds to inquiries, and resolves complaints efficiently. They ensure that all voicemail messages are reviewed daily and that customer inquiries are promptly addressed.
Responsible for receiving, sorting, scanning, and delivering all incoming mail and packages. This includes confidential documents, ACH applications, and returned Warrants of Payment. They ensure timely preparation and distribution of outgoing mail, tracking both incoming and outgoing correspondence daily
This position's efforts support the client s overall productivity and commitment to excellent customer service. Standard Work for front desk procedures will be provided to ensure consistent and efficient operations.
Required Skills:
2 Years of Client Facing Experience
3 Years of Front Desk Experience
Preferred Skills:
Google Workspace
Notes:
Onsite
8:00 AM-5:00 PM
VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.
Contact Details :
VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008