Document & Notarization Associate
About the RoleWe are looking for a proactive and detail-oriented professional to support our document management, client correspondence, and notarization processes. This is an excellent opportunity for someone eager to learn, grow, and contribute to operational efficiency while building a strong foundation in administrative and document-based workflows.Key ResponsibilitiesReceive, review, scan, and upload client correspondence, ensuring accurate organization and timely processingManage virtual address services, including activations, cancellations, and mail handlingMaintain and update client records in CRM systems, ensuring data accuracy and proper tracking of interactionsSupport notarization processes, including document preparation, scheduling, and coordinationReview documents for completeness and identify missing or inconsistent informationCoordinate shipping requests and handle incoming/outgoing documentationCollaborate with internal teams (Customer Service, Business Filing, Tax) to ensure smooth workflowsAssist with client agreements and provide general administrative support as neededQualificationsAdvanced English proficiency, Fluency in Spanish or Portuguese is highly preferredHigh school diploma required; a degree in Business Administration or related field is a plusPrevious experience in administrative, customer service, or document management roles preferredFamiliarity with CRM tools (e.g., HubSpot) is a plusNotary Public certification is a plus (or willingness to obtain it with company support)Skills & CompetenciesStrong organizational and time-management skillsStrong sense of responsibility, ownership, and accountability, as this role involves handling sensitive client documents and correspondenceHigh attention to detail and accuracyProactive mindset with the ability to learn quicklyStrong communication and interpersonal skillsProblem-solving abilities with a focus on efficiencyAbility to manage tasks independently and ensure accuracy in all document-related processesHigh level of trustworthiness and attention to confidentiality