Office Coordinator

2 weeks ago

Chula Vista, California, United States VBG (Veteran Benefits Guide) Full time
Job Overview

About Us:

Veteran Benefits Guide (VBG) is dedicated to ensuring that Veterans receive the accurate disability benefits they deserve in a timely manner. Founded by a former United States Marine, VBG has successfully assisted over 35,000 Veterans in navigating the complex Veteran Affairs (VA) disability claims process. Our commitment to advocating for the rights and interests of former service members is at the core of our mission.

Role Summary:

The Administrative Assistant is crucial in providing exceptional and discreet administrative support across the organization. The ideal candidate will possess strong organizational skills to manage a diverse and fast-paced workload effectively. This role primarily involves professionally handling and directing a high volume of incoming calls, while also engaging competently with a wide range of external callers, visitors, and internal team members.

Key Responsibilities:

  • Serve as the first point of contact for clients and staff, representing the Company's vision with professionalism.
  • Maintain a welcoming front office environment for clients, vendors, and visitors.
  • Oversee the cleanliness and organization of work and break areas, ensuring adequate supply inventory.
  • Efficiently route incoming calls from the main reception line, taking messages as necessary.
  • De-escalate challenging client calls, prioritizing satisfaction and resolution.
  • Monitor and manage the Company email inbox, distributing and archiving emails appropriately.
  • Sort and distribute mail, print and send documentation to clients, and manage client STRs.
  • Proofread, process, and package claims and correspondence for mailing to the VA.
  • Handle financial transactions for the Administrative Services department, including client payments and travel arrangements.
  • Provide client services at the front desk, assisting walk-in clients and coordinating onsite provider days.
  • Support the department Manager in addressing property management issues or complaints.
  • Complete additional tasks as assigned by the direct supervisor within the required timeframe.

Qualifications:

  • Strong time management, interpersonal, and communication skills.
  • Exceptional attention to detail.
  • Outstanding customer service skills for both internal and external stakeholders.
  • Proficient in computer skills with a typing speed of 30+ WPM.
  • Familiarity with Microsoft Office applications.
  • Demonstrated soft skills and personal maturity, with a collaborative approach to teamwork.
  • Adaptability to change and ability to implement new directives from management swiftly.
  • Strong work ethic with a focus on serving Veterans.
  • Ability to exhibit personal integrity and effectiveness in all tasks.
  • Goal-oriented and metrics-driven mindset.

Work Environment:

This position operates within a professional office setting, utilizing standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Requirements:

The physical demands for this role include regular communication, with a primarily sedentary nature. Occasional filing and the ability to lift files, open cabinets, and reach are necessary. Vision requirements include close, distance, color, peripheral vision, depth perception, and the ability to adjust focus.

Position Type:

This is a full-time, in-office role with a standard work schedule.

Travel Requirements:

Minimal travel for offsite training or meetings may be required.

Education and Experience:

A high school diploma or equivalent is required.

Equal Employment Opportunity:

VBG provides equal employment opportunities to all employees and applicants, prohibiting discrimination and harassment of any kind.

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