Job Overview:
Alcanzando Horizontes is a dedicated practice specializing in Social Security Disability claims. Our mission is to provide compassionate, expert assistance to individuals navigating the complexities of SSDI and SSI benefits.We are looking for a highly organized and detail-oriented Receptionist/Administrative Assistant with excellent bilingual proficiency in reading and writing English and Spanish to manage critical administrative tasks. This role focuses on handling both incoming and outgoing mail while supporting various office operations. The ideal candidate is a self-starter who can work with minimal supervision and has a professional, friendly demeanor.
Key Responsibilities:
● Receive, sort, and distribute incoming mail accurately and promptly to the appropriate departments.
● Date-stamp and log all incoming mail items to maintain an accurate tracking record.
● Prepare and package outgoing mail and parcels, ensuring proper postage, labeling, and accuracy.
● Verify recipient addresses and double-check all items for proper documentation and packaging standards.
● Scan all received documents as needed and upload them to digital systems, ensuring correct file names and placement for easy access and retrieval.
● Create tasks related to specific incoming mail items, including deadlines, required documentation, and questionnaires for follow-up.
● Track and follow up on outstanding tasks related to mail processing to ensure timely completion.
● Maintain a detailed log of incoming and outgoing mail, tracking each item’s progress and updating the log as necessary to ensure accuracy.
● Organize and file both digital and physical copies of mail, ensuring an accessible and systematic filing structure.
● Purge old files and mail items in accordance with the organization’s record retention policy.
● Monitor and maintain stock levels of mailing supplies, including envelopes, boxes, postage, and other necessary items.
● Reorder supplies as needed to avoid interruptions in mail processing.
● Answer inquiries regarding mail status and delivery times, providing updates and tracking information to relevant team members.
● Work closely with other departments to ensure timely processing and delivery of critical documents and packages.
● Operate and maintain mailing equipment, such as postage meters, scanners, and labeling machines, to ensure they function properly.
● Report any equipment issues promptly and
● Assist with various clerical tasks as needed, such as data entry, filing, or special projects within the administrative team.
Qualifications
● High school diploma or equivalent required.
● Prior experience in a mailroom, administrative, or clerical role is preferred.
● Proficiency with scanning tools, mail handling equipment, and postage meters.
● Familiarity with digital filing systems and software such as Google Drive, Microsoft Office (Word, Excel, Outlook).
● Basic knowledge of task management or tracking software is a plus.
● Strong organizational skills with a focus on accuracy and attention to detail in handling, logging, and tracking mail.
● Ability to prioritize tasks and manage time effectively, especially when handling high volumes of incoming and outgoing mail.
● Clear and professional communication skills, both written and verbal, to coordinate with other departments and respond to inquiries.
● Self-starter capable of working independently with minimal supervision, dependable, and committed to maintaining the flow of mail processing.
● Proactive approach to identifying and resolving issues, such as delayed mail or incorrect addresses, with minimal supervision.
● CRM knowledge a must.
