Office Support Specialist

1 week 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 navigate the complexities of the 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 at VBG 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 dynamic workload effectively. This position primarily involves professionally handling and directing a high volume of incoming calls. The Administrative Assistant will also engage positively with a variety of external callers, visitors, and internal team members. Responsibilities include coordinating meetings, managing supplies, and overseeing direct mailings and claims processing. Given the sensitive nature of the information handled, utmost discretion is required.

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 manage incoming calls, taking messages when necessary and routing them appropriately.
  • De-escalate challenging client calls with a focus on satisfaction and resolution.
  • Monitor and manage the company email inbox, distributing and archiving messages as needed.
  • Sort and distribute mail, prepare documentation for clients, and manage client correspondence.
  • Process claims and other correspondence for mailing to the VA.
  • Handle financial transactions for the Administrative Services department, including client payments and travel arrangements.
  • Provide front desk client services, including managing walk-ins and coordinating onsite provider days.
  • Assist the department Manager in addressing property management issues or complaints.
  • Complete additional tasks as assigned by the direct supervisor in a timely manner.

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.
  • Ability to work collaboratively within a growing team.
  • Adaptability to change and willingness to implement new directives from management.
  • Demonstrated integrity and effectiveness in all interactions.
  • Goal-oriented with a focus on metrics.

Work Environment:

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

Physical Requirements:

The physical demands of this role include regular communication and the ability to perform sedentary tasks, with occasional filing and lifting of files as necessary.

Position Type:

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

Education and Experience:

A high school diploma or equivalent is required.

Equal Employment Opportunity:

VBG is committed to providing equal employment opportunities and prohibits discrimination of any kind.

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