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Administrative / Office Assistant (Contract)
Administrative / Office Assistant (Contract)Visionet Systems Inc. • Pittsburgh, PA, US
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Administrative / Office Assistant (Contract)

Administrative / Office Assistant (Contract)

Visionet Systems Inc. • Pittsburgh, PA, US
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JOB SUMMARY This is a shared support role responsible for performing essential tasks related to scanning, filing, printing, shipping, and accurate data entry of documents. The associate will ensure accurate and timely processing of workloads to facilitate smooth operations.

PRIMARY RESPONSIBILITIES

(E = Essential | A = Additional)

Scan / File Room Duties

  • E – Receive and open packages via UPS / FedEx; create barcode pages for document tracking.
  • E – Sort recordable documents from lender packages in preparation for filing.
  • E – Maintain communication with team members to ensure accurate and timely document processing.
  • E – Meet and strive to exceed production standards, metrics, and SLAs set by management.
  • A – Provide backup to department functions as needed.
  • A – Perform additional tasks as assigned by the manager.

Printing / Shipping Duties

  • E – Print documents and prepare them for shipment in accordance with internal procedures and client-specific requirements.
  • E – Pack and ship completed documents each night using UPS / FedEx.
  • E – Ensure all printed and shipped materials are accurate and labeled correctly.
  • E – Maintain a clean and organized workspace, including supplies inventory and equipment upkeep.
  • A – Assist with inventory management of shipping materials and printing supplies.

    • Data Entry and Administrative Duties

  • E – Accurately enter data related to scanned and shipped documents into internal tracking systems, databases, or spreadsheets.
  • E – Verify data for completeness, accuracy, and consistency before final submission.
  • E – Maintain electronic and paper filing systems for easy retrieval of documents.
  • A – Assist with generating reports related to document processing and shipment status.
  • A – Support general administrative tasks such as scheduling, handling correspondence, and coordinating with other departments as needed.
  • A – Help maintain office supplies inventory and reorder as necessary to support operational needs.

    • EDUCATION AND EXPERIENCE

  • E – High School Diploma or equivalent
  • D – 1 year of related experience in a shipping, printing, scanning, or data entry environment is preferred.

    • KNOWLEDGE, SKILLS & ABILITIES

  • Strong organizational and data entry skills with high accuracy
  • High attention to detail
  • Ability to multitask in a fast-paced environment
  • Team-oriented mindset
  • Basic computer literacy, including proficiency with MS Office (Excel, Word) and familiarity with office equipment (printers, scanners, etc.)
  • Good written and verbal communication skills

    • PHYSICAL REQUIREMENTS

  • Prolonged periods of standing and sitting
  • Manual dexterity for inserting and sorting documents
  • Ability to lift packages (up to 30 lbs)
  • Frequent communication via phone and in person
  • Adequate hearing and vision to perform job functions

    • WORKING CONDITIONS

  • Normal office environment
  • May require occasional overtime
  • Exposure to paper dust and frequent handling of packages

    • EQUIPMENT OPERATED

  • Personal computer and peripherals
  • Printers, scanners, copiers
  • Standard office equipment
  • Shipping label machines and packaging tools
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