San Jose, CA- Administrative Coordinator

Aladdin Bail Bonds•San Jose, CA

6d•Onsite

About The Position

The Administrative Coordinator position involves providing essential support to agents and management within an office environment. Key responsibilities include managing daily deposits, petty cash, office appearance, and client interactions. The role also requires extensive administrative assistance for claims, including filing motions, processing exonerations, and managing defendant files. Customer service is a critical component, requiring prompt and professional interaction with the public, defendants, and various agencies. The position demands strong organizational skills, computer proficiency, and the ability to work both independently and as part of a team in a fast-paced setting.

Requirements

High School Diploma or equivalent.
Strong written and verbal communication skills.
Basic computer proficiency, including Microsoft Outlook, Microsoft Word, Microsoft Excel, and general typing and office software skills.
Proficiency in the English language.
Ability to multitask in a fast-paced office environment.
Strong organizational and prioritization skills.
Ability to work collaboratively as part of a team.
Positive attitude with a proactive, resourceful, and flexible approach.
Ability to work independently with minimal supervision.
Flexibility to work non-standard hours when urgent matters arise.
Must be able to obtain a state-issued insurance license.
Must possess a valid driver's license and qualify to operate a company vehicle.
Must be willing to work a rotating schedule.

Nice To Haves

Minimum of 2 years of office administration experience.
Bilingual or multilingual abilities are a plus.

Responsibilities

Assist and provide backup support to Agents and/or the Manager as needed.
Maintain daily deposit backup documentation.
Manage inventory and petty cash controls, ensuring accurate reconciliation.
Submit weekly reports to Corporate every Monday.
Assist with maintaining a professional office appearance, including ensuring fresh coffee and water are available for clients.
Coordinate defendant court reminder calls with the Manager.
Provide administrative assistance for claims-related matters as appropriate.
Assist with Corporate requests and inter-agency requests, including filing motions, processing exonerations, pulling minute orders, filing trust deeds, and other administrative tasks.
Build defendant files, including labels, 2100RC forms, and required documentation.
Scan and attach complete defendant file documents and photographs into the BMA system.
Capture caller's name, defendant's name, and caller’s phone number when receiving bond inquiry calls and transfer information to an Agent.
Never end a lead call without first connecting the caller with an Agent.
Scan and upload defendant court documents into BMA and file appropriately.
Provide support when Agents are assisting other clients, including defendant check-ins, court updates, payments, and bail information gathering.
Create bond transaction packets.
Manage outgoing and incoming mail and Federal Express deliveries.
Maintain inventory and ordering of office supplies and bail bond forms.
Provide prompt, professional, and non-judgmental customer service to the general public.
Deliver exceptional customer service with a sense of urgency in areas including defendant check-ins, court updates, payments, reinstatements, and other client-related issues.
Maintain a professional appearance and adhere to the Aladdin Bail Bonds dress code.
Demonstrate a team-oriented attitude and provide support whenever needed without hesitation.