Position Purpose
Provide first-point-of-contact support to clients and visitors, manage incoming communications, and perform key administrative tasks while ensuring strict adherence to internal protocols and accurate handling of client information.
Key Responsibilities
Customer Service & Phone Support
Answer and manage incoming phone calls in a professional and courteous manner.
Route inquiries according to established procedures and protocols.
Receive and document client information from the firm in compliance with internal guidelines.
Administrative & Documentation Support
Complete and maintain required forms for permit and service-related processes.
Accurately record time spent per client in the internal system.
Assist with service billing, retainers, and basic collections follow-up.
Task & Schedule Management
Manage calendars, tasks, and reminders using Outlook.
Organize and maintain digital files in Google Drive.
Follow up on pending requests and administrative tasks in a timely manner.
Core Competencies (Soft Skills)
Strong customer service orientation
Highly organized and detail-oriented
Proactive with a strong sense of urgency
Effective problem-solving skills
Fast-paced, driven, and results-oriented
Technical Skills (Hard Skills)
Proficient in Microsoft Office
Fluent English (required for interaction with government agencies)
Experience with Google Drive
Professional phone handling skills
Task and calendar management using Outlook
Familiarity with Carbonite (training provided by the engineering team)
Preferred Experience
Previous experience in reception, front desk, or administrative roles
Time tracking and client-based time entry experience
Exposure to service billing, retainers, and collections processes
Education
High School Diploma or some college coursework (administrative or related fields preferred)
Work modality: On-site
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