Job File Coordinator
工作文件协调员职位类型：全日制工作安排：完全远程工作时间表：每周40小时时时区：中央时间 （美国）关于角色 我们的客户正在寻找一个详细和组织的工作文件协调员来支持总部位于美国的客户日常行政运作。理想的候选人将具有强大的沟通和组织和技能，有能力管理电话调用，协调约会，保持记录，并确保工作文件和文档是准确，完整和好组织的。关键责任 · 手机和呼叫管理：应对接入电话，处理询问，收取消息和直接给适当团队成员打电话。· 约会安排：根据可用性和业务优先事项安排会议并协调会议。· 日历管理：维护和组织日历，确保约会和会议的时间准确定位。·电子邮件管理：组织，优先级化和监测到来的电子邮件以确保及时跟踪和回复。· 沟通协调：通过电话，电子邮件和工作管理文件与客户，团队成员和其他相关方进行专业交流。· 信息管理：创建，更新，组织和维护工作文件，文档和记录以确保信息准确且可访问。·记录管理和文件存储：执行包括文件管理，文件存储和组织记录在内的一般行政职责。·客户支持：专业地响应询问并确保要求得到有效处理或向适当的人进行指导。·质量保证：提供电话通信的音频样本，以便支持质量保證和评估通信标准。·总监管理支持：协助完成必要时的额外行政任务来支持日常运营顺利。·要求 • 经验在清洁，恢复，建筑，房地产服务，保险或家庭服务行业中最好有至少3年的职业经验。· 管理工作文件，服务记录，项目文档或其他运营商记录的经验是优势。·熟悉协调服务约会，管理客户查询，跟踪工作计划。
查看英文原文
Job File Coordinator
Employment Type: Full-Time
Work Arrangement: Fully Remote
Work Schedule: 40 hours per week
Time Zone: Central Time (U.S.)
About the Role
One of our clients is seeking a detail-oriented and organized Job File Coordinator to support the day-to-day administrative operations of a U.S.-based client. The ideal candidate will have strong communication and organizational skills, with the ability to manage phone calls, coordinate appointments, maintain records, and ensure job files and documentation are accurate, complete, and well-organized.
Key Responsibilities
- Phone and Call Management: Answer incoming calls, handle inquiries, take messages, and direct calls to the appropriate team members.
- Appointment Scheduling: Schedule appointments and coordinate meetings based on availability and business priorities.
- Calendar Management: Maintain and organize calendars, ensuring appointments and meetings are scheduled accurately.
- Email Management: Organize, prioritize, and monitor incoming emails to ensure timely follow-up and responses.
- Communication Coordination: Communicate professionally with clients, team members, and other relevant parties through phone calls, emails, and messages.
- Job File Administration: Create, update, organize, and maintain job files, documents, and records to ensure information is accurate and accessible.
- Recordkeeping and Filing: Perform general administrative duties, including document management, filing, and maintaining organized records.
- Customer Support: Respond to inquiries professionally and ensure requests are handled efficiently or directed to the appropriate person.
- Quality Assurance: Provide audio samples of phone communication when requested to support quality assurance and evaluate communication standards.
- General Administrative Support: Assist with additional administrative tasks as needed to support smooth daily operations.
Requirements
- At least 3 years of professional experience in an administrative, coordination, customer service, or virtual assistant role supporting a U.S.-based company.
- Previous experience in the cleaning, restoration, construction, property services, insurance, or home-services industry is strongly preferred.
- Experience maintaining job files, service records, project documentation, or other operational business records is an advantage.
- Familiarity with coordinating service appointments, managing customer inquiries, tracking job progress, and following up on outstanding tasks is desirable.
- Excellent written and verbal English communication skills, with a professional phone manner and clear pronunciation.
- Strong organizational skills and exceptional attention to detail.
- Experience managing business emails, calendars, appointments, and digital documentation.
- Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, and familiarity with Google Workspace.
- Ability to manage multiple priorities, meet deadlines, and maintain accurate records in a fast-paced environment.
- Strong problem-solving skills, initiative, accountability, and the ability to work independently.
- Ability to communicate professionally with customers and remain calm when handling challenging inquiries.
- Reliable internet connection and a suitable home workspace.
Originally posted on Himalayas