Office Coordinator

hace 2 semanas

Medellín, Antioquia, Colombia Neostella A tiempo completo

Under the guidance of the Administrative Supervisor, the Remote Office Coordinator delivers essential administrative assistance to all departments and practice areas within Neostella by executing a variety of functional tasks and responsibilities. These tasks encompass, but are not limited to, the submission of appeals and other case-related procedural items, management of electronic correspondence, and organization of client files.

KEY RESPONSIBILITIES

  • The primary functions include, but are not limited to, the following:
  • Prepare and submit appeals and other case-related procedural items promptly and accurately through electronic portals, mail, fax, or email.
  • Efficiently screen and manage incoming electronic correspondence.
  • Process outgoing electronic correspondence with attention to detail, ensuring correct enclosures and recipients.
  • Fulfill correspondence processing requirements based on the type of communication.
  • Ensure timely and accurate filing of all correspondence.
  • Create new client files and assist in the initial case setup for legal personnel.
  • Remain informed about the organizational structure of the legal practice areas.
  • Learn and stay updated on Neostella and VA acronyms and abbreviations.
  • Stay current on new or revised departmental procedures and processes.
  • Develop a comprehensive understanding of how the Administrative Department supports all legal practice areas across the organization.
  • Master the use of Neostella's internal software applications.
  • Meet or exceed all productivity standards and deadlines established by Administrative Department leadership.
  • Adhere to the policies and procedures outlined in the Administrative Department Manual.
  • Perform additional duties and projects as assigned.
  • Maintain open communication regarding workload, capacity, and any technical or process-related issues with the Administrative Leadership Team in a timely manner.

QUALIFICATIONS

  • High school diploma; associate's degree preferred.
  • Fluency in English.
  • Proficiency in Microsoft Office Suite and Adobe Acrobat.
  • 1-2 years of administrative or related experience.
  • Strong work ethic; and
  • Ability to work effectively in both collaborative and independent environments.

SKILLS AND COMPETENCIES:

  • Service Orientation:
    • Anticipates and addresses the needs and concerns of others;
    • Exhibits a positive attitude and demonstrates genuine interest and care in each situation;
    • Respects the diversity of team members and clients.
  • Organizational Skills:
    • Plans, coordinates, and prioritizes tasks to achieve goals and objectives;
    • Seeks input from others on priorities and adjusts work schedules to meet changing demands;
    • Maintains focus and balances competing priorities to ensure timely delivery of multiple projects.
  • Team Collaboration:
    • Collaborates with others and builds effective relationships to achieve common team goals;
    • Shares ideas openly and welcomes input from others.
  • Integrity and Accountability:
    • Meets job expectations, takes personal responsibility for outcomes, and makes decisions based on sound judgment;
    • Utilizes resources efficiently and cost-effectively.
  • Effective Communication:
    • Shares information, seeks feedback, and provides appropriate follow-up to ensure understanding of messages;
    • Expresses ideas clearly and respectfully using suitable communication methods.
  • Adaptability:
    • Adjusts to trends and modifies approaches to respond to varying circumstances;
    • Adapts methods to effectively complete tasks in ambiguous situations;
    • Embraces change and shows willingness to learn new technologies and processes.
  • Performance Management:
    • Engages their manager's support to obtain necessary information, resources, and training for effective work;
    • Notifies their manager promptly about any issues affecting their ability to meet goals;
    • Seeks performance feedback from their manager and colleagues;
    • Takes proactive steps to develop skills necessary for success in the role.

BENEFITS

Neostella offers an undefined contract, a dynamic career progression, comprehensive health insurance coverage for you and one additional family member, flexible working hours, an annual ophthalmological health bonus, and opportunities to enhance your English skills through collaboration with international teams and projects, alongside personalized English classes, and more.

*All resumes and application responses must be submitted in English.

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