Client Support Administrative Specialist

PR - San juan
Pay Rate: $32,000 - $35,000 per year

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ob PurposeThe Client Support Administrative Specialistwill support the TLS Client Support, Legal, HR and Financedepartments, with particular emphasis on ensuring that the highest levels of team productivity are achieved. The Client Support Administrative Specialistwill be the company liaison that ensures thorough and timely communication between all the TLS departments while providing day-to-day TLS client support to ensure client retention and continuous service satisfactionthrough TLS operations. Duties and ResponsibilitiesThe Client Support Administrative Specialistis an essential part of the TLS Client SupportTeam and must support and manage the efforts related to the provision of services to all TLS departments while dealing with new and existing TLS clients. The Client Support Administrative Specialistwill serve as a liaison betweenall theTLS departments and current or new clients by providing support to the Team and understanding the client's needsfor maximizing efficiencies. It is expected the Client Support Administrative Specialisthas a general understanding of TLS' products and services. His/her primary duties include: reading, researching, reviewing, verifying reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences and meetings, as well as client presentation meetings.The Client Support Administrative Specialistwill adviseand suggest improvements and next steps to ensure client satisfaction during the TLS-Client relationship. In order to ensure the aforementioned, the employee will work independently and as a problem solver with minimum supervision required, to comply with the following duties and responsibilities:Ensure client acquisition, retention and continuous service satisfaction which directly impacts TLS revenue and sustainability. Advise, follow-up and suggest improvements/next steps to ensure the completion of the sales and implementation process.Using his/her discretion, proactively represents the team by communicating and obtaining information; following upon delegated assignments; knowing when to act and when to refer matters to team members;Serve as liaison between client and allTLS internal departments (Client Support, Legal, HR and Finance, etc.) as applicable.With knowledge of the client's status and needs, recommend and work closely with all departments in a team-like manner to ensure the client relationship is being managed effectively.

2Recommend, propose,create, update and maintain manuals, procedures and/or SOPs for all PRSproducts and services, as needed.Support all departments while updating and /or managing documentation in Mimeo for the PowerPoint presentations or other documents via Go to Meeting or Zoom while the team is presentingor while working on Legal casesMaintaining accurate data/records in Zoho and Box systems, analyzing and reporting changes to management to support the creation of all product documentation internal and client facingoOrganize clients'files (scan, save copies of executed documents in Box)oUpdate and maintain an appropriate filing system for clients' files (hard copies)Other duties and responsibilities include, but are not limited to:Welcoming guests and clients by greeting them in person or on the telephone answering or directing inquiries.Print, compile, copy, and organize corporate documents, correspondence and maintain the marketing document templates to support the TLS Sales and the TLS Client Support Teams.Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation.Maintaining the team's calendar by planning and scheduling conferences, teleconferences, dispositions, and travel; recording and monitoring meetingdates;anticipating changes in meeting coordination orrequirements. As well as tracking: meetings, presentations, and phone calls.Maintaining the client's confidence by keeping client/attorney information confidential as well as the company'strade secrets.Providing historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions; maintaining transcripts, documenting and maintaining evidence.Following up on emails and correspondence with clients and entities, as needed.Manage and track documents via ZohoSignOperate office machines, such as photocopiers and scanners, voice mail systems and personal computers.Collaborate with other TLS team members, as needed.Any other duties requested by the immediate Supervisor or ManagementQualifications and RequirementsBachelor's Degree with a minimum of 3 years of experience as an Administrative Assistant or Office Manager orAssociate Degree with a minimum of 5 years of experience as an Administrative Assistantor Office ManagerDependability and professionalismHigh level of interpersonal skills with an ability to handle sensitive and confidential situations and documentationResearch skillsComputer and tech-savvy with the knowledge of Word, Excel, and PowerPointStrong organizational skills, ability to multi-task and work on complex projects to excel in a deadline-driven environmentAttention to detail in composing, typing and proofing materials; establishing priorities; and meeting deadlines

3Employee Signature:Date:Manager SignatureDate:HR Signature:Date:Excellent verbal,written and telephone communication skills in Spanish and EnglishlanguagesAbility to simultaneously work on several projects and effectively manage deadlinesHigh motivation to learn and growOrganized, able to multitask and handle a fast-pacedenvironment
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