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Administrative Coordinator

Vestige Digital Investigations
23 Public Sq, Medina, OH 44256
$45,000 - $55,000 a year - Full-time

Location

23 Public Sq, Medina, OH 44256

Benefits
Pulled from the full job description

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Health savings account
  • Paid time off
  • Vision insurance

Full job description

Job description

SUMMARY

This full-time position has high visibility with clients, vendors and other stakeholders within our organization. Integral part in ensuring that office operations run smoothly and are successful in supporting other business activities. Performs and oversees various administrative functions and processes and acts as the organization's point person for outside vendors and service providers. The role is to provide administrative support for the company. They may coordinate efforts between different departments, including finance, operations and HR, take part in meetings, travel between offices, and take on any other support tasks necessary to keep the business functioning smoothly.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Answer/screen phone calls and visitors when passing along to Management team (both phone calls and visitors) and Analyst group (visitors);
  • Handles incoming and outgoing correspondence between Vestige and its clients, vendors, contractors, employees and partners, including but not limited to telephone, fax, e-mail, regular mail and packages;
  • Daily data entry for the marketing/sales team
  • Responsible for “opening” and "closing" cases and associated paperwork;
  • May support HR activities or initiatives with employee onboarding and interview coordination, and training.
  • Follow up on contracts and retainers;
  • Orders office supplies and ensures team has adequate supplies including, but not limited to, office supplies, printing supplies, tapes, and other employee needed items. Researching for best pricing as needed.
  • Periodic shopping (at stores) of office/computer supplies/snacks, if not available online;
  • Calling for service on printers/copiers;
  • Assist Vestige's accounting firm with some bookkeeping tasks.
  • Handle all aspects of the shipping account (UPS/Unishippers, FedEx, etc.), other customer-service related issues; billing the client for shipments;
  • Enter new contacts/accounts as needed in our CRM system (Creatio);
  • Handle all aspects of courier arrangements;
  • Data entry on an as needed basis;
  • Make Vestige a hospitable environment for visitors while they wait;
  • Updating the fundamental posters around the office;
  • Coordinate and manage any travel arrangements for any and all Vestige members and familiarize the analysts with per diem for city visited;
  • Notify analysts when new evidence arrives;
  • Plans and coordinates office-wide facilities maintenance
  • Helps coordinate programs and events or projects with internal and external stakeholders.
  • Coordination of case closings with Digital Evidence Specialists for evidence return to clients.
  • Filing Affidavits
  • Coordinating with outside vendors (All Shred, Regus etc.)
  • Performing "back up" duties for Business Coordinator as needed.
  • Processing client payments, including credit card transactions.
  • Performing conflict checks.
  • Notarizing documents or coordinating the process for any staff member requiring assistance;

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Impeccable customer-service skills;
  • Enthusiasm and confidence in collections and client/vendor relationships.
  • Attention-to-detail is a must;
  • Organizational skills are crucial;
  • Ability to manage and prioritize multiple projects and multiple demands on your time as well as multiple individuals.

EDUCATION and/or EXPERIENCE

  • At least 5 years’ experience in a general office atmosphere;
  • Excellent understanding and working knowledge of computers including Microsoft software and databases, customer relationship management systems, office equipment, general office practices.
  • Accounting or bookkeeping background
  • Notary Public encouraged

LANGUAGE SKILLS

  • Excellent written and verbal communication skills in English

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • General lifting of office supplies, etc., up to 40 pounds

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • 100% general office environment;
  • Monday through Friday;
  • Must have a valid driver’s license.

Work Remotely: No

Job Type: Full-time

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Health savings account
  • Paid time off
  • Vision insurance

Schedule:

  • 8 hour shift
  • Day shift
  • Monday to Friday

Ability to Relocate:

  • Medina, OH 44256: Relocate before starting work (Required)

Work Location: In person