Administrative Assistant

Provide office support company-wide via 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 Connect with all order status changes, issues, and client communications regarding orders; 
• 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 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 dialog 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 order status changes;
• 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 require 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 and diligently oversee the spending of money;
• Keep 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.

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;
• Accepting of constructive criticism and ability to deal calmly and effectively in high-stress situations;
• Critically evaluate relative costs and benefits of options to choose the most appropriate course of action;
• 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 and the time of others; 
• 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.