Administrative Assistant

Job Description

Provide office support company-wide via reception duties, service of process intake, mail sorting and intake, processing some corporate orders, processing corporate work, answering phone calls, receiving, responding to, and distributing incoming order emails, and performing research work when needed.

Main tasks:

• Professionally respond to phone calls, voicemail, and email inquiries;


• Complete order entry into appropriate processing software in a timely and accurate manner;


• Communicate with clients regarding order status and any information needed to complete the order;


• Update order tracking systems with all order status changes, issues, and client communications regarding orders; 


• Track and maintain order audit logs;


• Actively assist customers and employees to provide excellent customer service and ensure that all client special instructions and requests are followed;

• Review, receive, and otherwise obtain information from any and all relevant sources in relation to services within the public records industry;


• Provide information to supervisors, coworkers, and subordinates by telephone, in written form, e-mail, or in person;


• Develop and maintain professional, constructive, and cooperative working relationships with others;


• Provide excellent customer service during every client interaction & uphold professional demeanor and dialogue with clients;


• Maintain work queues and ensure that all orders are handled appropriately before leaving for the day. Update notes for all orders and keep clients informed of any changes in order status.


• Complete all orders in a timely fashion while ensuring that “due diligence” is adhered to;


• Ensure that all client special requests and instructions are followed.


• Contact clients for any order that may not be completed by the assigned due date or that requires additional information to be completed.


• Organize and prioritize orders based on due date or special requirements, i.e., rush orders, special projects, etc.;


• Maintain professional and courteous communications with clients and coworkers, using proper email and phone etiquette;


• Analyze information and evaluate results to determine the best solution for the client and Capitol Lien;


• Carefully review all results to ensure accuracy, including proper fees, spelling, and grammar, are submitted to the client by the preferred method of transmittal;


• Be mindful of financial resources


• Keep the department supervisor informed of workload status and availability to assist coworkers.


• Remain current on industry information, tools, and technology and apply new knowledge to daily tasks;


• Assist with supply ordering.


• Perform any additional duties, tasks, and responsibilities as assigned.


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Additional Requirements:

• Thrive in an analytical role, analyzing information and using logic to address work-related issues;


• Show initiative and willingness to take on responsibilities and challenges;


• Analytical thinker with experience in identifying the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems; 


• Respectful and cooperative attitude;


• Uphold a professional demeanor and acumen at all times.


• Knowledge of principles and processes for providing exceptional customer service, including customer needs assessment, meeting quality standards for services, evaluation of customer satisfaction, and supporting staff when difficult situations arise; 


• Managing one's own time; 


• Attention to detail and accuracy;


• Reliable, responsible, and dependable;


• Perform duties with integrity, honesty, and ethics;


• Professional written and oral communications skills;


• Knowledge of rules of composition, grammar, and spelling.