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Office + Mail Administrator (On-Site, Cincinnati)

Envoy Global

Envoy Global

Cincinnati, OH, USA
Posted on Tuesday, July 2, 2024

Envoy Global is a proven innovator in the global immigration space. Our mission combines our industry-leading tech platform with holistic service to streamline, simplify and expedite the immigration process for employers and individuals.

Envoy Global is a proven innovator in the global immigration space. Our mission combines our industry-leading tech platform with holistic service to streamline, simplify and expedite the immigration process for employers and individuals. We have an opening for an Office + Mail Administrator to work on-site within our inviting Downtown Cincinnati, Ohio office.

Please Note: This role may sound straight-forward, however, our ideal candidate will possess a mature mind, with the ability to build rapport and constructive working relationships within a busy office environment, whilst juggling tasks that rely upon your attention to detail and sense of accountability.

Reporting to a friendly, and kind, Business Operations Manager (who is located interstate), as an Office + Mail Administrator, you will be responsible for providing and supplying clerical support to Envoy’s affiliate law firms to support the processing of immigration and non-immigrant visas. The position includes handling receiving, processing, and shipping various important documents related to immigration visa filing for our clients. This role also requires high attention to detail, customer centric mindset, and a responsible and team orientated attitude.

This is a full time, permanent role, for someone who is suitably experienced, with a strong work ethic, and empathy.

But first, let us tell you more about your key responsibilities, as our preferred candidate, you will:

  • Support the Envoy Operations team (and staff of Envoy’s affiliate firms) by preparing correspondence and mailings for immigration petitions and applications.
  • Scan, file and upload confidential documents as directed by relevant staff within Operations and the affiliate firms.
  • Open, log, process, and prepare mail for various government notices and filings.
  • Notify all relevant staff and clients of important email correspondence and mail.
  • Update the Envoy Global Applicant Tracking System with receipt and approval notices in a timely manner.
  • Perform basic client document intake and filing, i.e., process original photos, medical documentation, signed forms, etc.
  • Assist with the completion of applications online and create instructions for foreign nationals when their packages will be received.
  • Follow all procedures and processes accurately and efficiently to handle all stages of the casework and per direction from legal teams (i.e., withdrawals, filings, etc.).
  • Update and track work completed and assigned.
  • Support team members with questions on process, best practices, and other duties as needed.
  • Perform other clerical and office administrative tasks as required.

To APPLY for this role and be under consideration, you should ideally possess the following (please read carefully):

  • Experience working in a corporate environment, handling a range of clerical/administrative tasks, with care and speed.
  • Excellent organizational skills (i.e. time management, prioritization etc.).
  • Strong attention to detail with a genuine desire to produce prompt and accurate work.
  • Ability to multi-task and still meet strict deadlines.
  • Ability to empathize and perceive matters from the perspective of clients, foreign nationals, and work colleagues.
  • Excellent written & verbal communication skills and ability to communicate to various stakeholders and team members.
  • Intermediate+ proficiency with MS Office Suite (MS Word, MS Excel, MS Outlook).
  • Initiative to think ahead and foresee potential issues and raise to management with solutions.
  • Team focused and strong work ethic.
  • The ability to sit or stand for extended periods at a computer workstation, use a computer and a monitor, and lift to 25 lbs. (printer paper/mail packages).

We look forward to receiving your application. Excellent employee benefits apply.

Notice at Collection for California Applicants (who are willing to work onsite in Ohio):
http://www.envoyglobal.com/notice-at-collection-for-ca-applicants

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