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Administrative Support Specialist
Administrative Support SpecialistECLARO • Jersey City, NJ, US
Administrative Support Specialist

Administrative Support Specialist

ECLARO • Jersey City, NJ, US
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Title : Administrative Assistant

Assignment Type : Full-time (37.5 hours / week)

Duration : Initial 1-year assignment with potential for long-term extension

Location : On-site at Hudson Street facility

Key Responsibilities

Shared Mailbox Management

  • Serve as gatekeeper for a high-volume departmental mailbox
  • Review incoming emails and route to appropriate team members
  • Log and manage onboarding documents from brokers into workflow system
  • Use Adobe tools to separate / combine documents for workflow integration

Service Area Support

  • Log returned mail and checks into workflow system; distribute to service analysts
  • Maintain DataCap program for indexing correspondence into client's document

    • Management system

  • Check, distribute, and log voicemails from the 800 line
  • Download and forward daily outbound mail to IST Group for mailing

    • New Business / Sales Area Support

  • Review annuitant benefit documents daily to ensure accuracy of amounts and dates
  • Record and update "Won Cases" from New Business Activity Sheet in WIP
  • Update Broker Directory on a weekly / monthly basis
  • Assist with miscellaneous administrative projects as needed

    • Qualifications

  • Experience : 10–15 years of administrative experience required
  • Industry Background : Open to candidates from any industry
  • Preferred Skills :

    • o Strong multitasking ability

    o Proficiency with document management systems and Adobe tools

  • Exclusions : Candidates with primarily customer service backgrounds (e.g., call center or front desk) are not ideal, as this role is strictly internal

    • Interview Process

  • Up to 3 rounds of interviews may be conducted
  • Format may include :

    • o Initial one-on-one interview

    o Follow-up interviews with peers or management

  • Preference for video interviews via Teams; in-person interviews possible if needed
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    Administrative Support Specialist • Jersey City, NJ, US

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