About the Role
We are looking for a proactive and detail-oriented professional to support our document management, client correspondence, and notarization processes. This is an excellent opportunity for someone eager to learn, grow, and contribute to operational efficiency while building a strong foundation in administrative and document-based workflows.
Key Responsibilities
- Receive, review, scan, and upload client correspondence, ensuring accurate organization and timely processing
- Manage virtual address services, including activations, cancellations, and mail handling
- Maintain and update client records in CRM systems, ensuring data accuracy and proper tracking of interactions
- Support notarization processes, including document preparation, scheduling, and coordination
- Review documents for completeness and identify missing or inconsistent information
- Coordinate shipping requests and handle incoming/outgoing documentation
- Collaborate with internal teams (Customer Service, Business Filing, Tax) to ensure smooth workflows
- Assist with client agreements and provide general administrative support as needed
Qualifications
- Advanced English proficiency, Fluency in Spanish or Portuguese is highly preferred
- High school diploma required; a degree in Business Administration or related field is a plus
- Previous experience in administrative, customer service, or document management roles preferred
- Familiarity with CRM tools (e.g., HubSpot) is a plus
- Notary Public certification is a plus (or willingness to obtain it with company support)
Skills & Competencies
- Strong organizational and time-management skills
- Strong sense of responsibility, ownership, and accountability, as this role involves handling sensitive client documents and correspondence
- High attention to detail and accuracy
- Proactive mindset with the ability to learn quickly
- Strong communication and interpersonal skills
- Problem-solving abilities with a focus on efficiency
- Ability to manage tasks independently and ensure accuracy in all document-related processes
- High level of trustworthiness and attention to confidentiality
