File Specialist

Unitek Technical Services•Acton, MA

12h•Onsite

About The Position

The File Specialist provides administrative, customer service, and operational support throughout the certification process. This role involves serving as a proactive point of contact for clients and NQA agents/offices, assisting with the maintenance and reporting of client and certification status information, and creating and maintaining accurate client information within the EQM database. The position also entails performing complex clerical and administrative assignments, gathering information from various sources to prepare reports, and interacting professionally with clients. Additionally, the File Specialist will maintain multisite audit sampling planners and support NCR Management, Conducted Review, and scheduling activities within the OASIS database.

Requirements

High school diploma or equivalent required.
Proficiency with Microsoft Office and other computer applications.
Excellent administrative and organizational skills.
Strong written and verbal communication skills.
Excellent client service and telephone communication skills.
Ability to manage multiple priorities and meet established deadlines and KPIs.
Strong attention to detail and accuracy.

Nice To Haves

2–3 years of related customer service, program management, administrative, or similar experience preferred.

Responsibilities

Serve as a proactive point of contact for clients and NQA agents/offices.
Assist with the maintenance and reporting of client and certification status information.
Create and maintain accurate client information within the EQM database.
Perform complex clerical and administrative assignments in accordance with established procedures.
Gather information from various sources to prepare reports, listings, and other documentation.
Interact professionally with clients and provide assistance as needed.
Support customers throughout the certification process.
Maintain multisite audit sampling planners.
Support NCR Management, Conducted Review, and scheduling activities within the OASIS database.
Process NCRs on a day-to-day basis.
Process Conducted Reviews on a day-to-day basis.
Complete assigned scheduling activities within the OASIS database.
Prepare the weekly NCR summary report to support auditor follow-up.
Maintain the bi-weekly publication deadline tracker to assist with KPI monitoring.
Provide coverage for the reports mailbox as needed.
Respond to questions, requests, and inquiries related to assigned responsibilities.
Communicate relevant updates, information, and new developments to appropriate stakeholders.
Adhere to established Customer Service Group KPIs.
Support the Team Lead with KPI coordination, monitoring, and tracking.
Follow up on overdue and rejected audit reports.
Maintain accurate and timely records related to assigned activities.
Coordinate with internal teams, auditors, clients, and other stakeholders as necessary to support timely completion of assigned work.