Legal Administration Team - Coordinator - Campbell, CA

Vialto Partners•San Jose, CA

42d•$41,000 - $62,000•Onsite

About The Position

Vialto Partners is a market leader in global mobility services. Our purpose is to ‘Connect the world’. We are unique and the only stand-alone global mobility business. This presents a rare opportunity for our clients, stakeholders and colleagues. Our teams help companies streamline and effectively manage their global mobility programs in a cost-efficient and compliant manner. Our services focus on providing cross-border compliance and risk assessment for tax, immigration, business travel, rewards and compensation, and remote work. Working at Vialto Partners is about getting the chance to be part of a global and dynamic team. Globally, Vialto Partners has over 6,500 staff worldwide and continues to grow. You will work with clients from a range of industries and different geographical locations. We believe in connecting the world and supporting our colleagues to do the same in their careers by undertaking assignments and opportunities globally that broaden their skills and ultimately benefit our clients. Vialto is unstoppable when we work together in a culture of belonging, where everyone can thrive. We encourage employees to bring their true selves and share their unique talents and expertise to positively impact the communities we serve. To learn more about what we do, tune in to our podcast On the Move to hear expert insights on issues affecting global mobility, and read about the latest news in the industry. You can also follow us on LinkedIn and Instagram. We are seeking a candidate who will work with the Business Center Support team to support the day-to-day administrative business activities of the Vialto Partners, Immigration Law team. This role is 100% on-site at the assigned Vialto Partners office in Campbell, CA (San Jose).

Requirements

1-3 years of related experience in a similar role, business support service center, printing services industry within a fast-paced, high-volume environment
Ability to follow processes and procedures safely and accurately
Experience with Google suite of products is an asset
Critical attributes of this position include: a positive, proactive “can do” attitude and excellent customer service, interpersonal and communication skills
Strong work ethic, discretion in handling confidential information and ability to prioritize and adapt to changing demands and deadlines
Must have strong organizational skills, meticulous follow-up and follow-through, good judgment and high attention to detail
Confidence in ability to work in an ever-changing work environment
Clearly communicates efficiently and professionally
Excellent discretion when dealing with sensitive information
Ability to negotiate and influence effectively
Provides services according to predetermined requirements and quality standards.
Escalates problems to team lead or manager if unable to resolve
Ability to take initiative and very client service oriented

Responsibilities

Pick-up, sorting and distribution of daily incoming mail
Pick-up, sorting and coordination of daily outgoing mail / courier packages
Printing, photocopying and scanning of immigration applications and updating details of work in case management and data management systems
Monitor and replenish printer supplies
Monitor printer functionality and handle the coordination of vendor repairs
Courier preparation - waybill creation, tracking of packages, contacting vendor to resolve issues related shipment delays
Liaising with external courier vendors, as required
Document management support, both electronic and physical
Managing the delivery of daily support services in coordination with other Operational Support teams and legal teams
Monitor and replenish office supplies
On-site office closure and emergency support
Assist with other administrative tasks or project-based work, as required.