Client Relations Assistant

Job Description

Job Description

Summary of Job:

This position is responsible for exercising discretion and independent judgement when assisting Data Ticket with its business relationships of current and potential clientele. This position includes elevated administrative functions for seamless delivery, and it requires that excellent customer and client service is a priority and demonstrated to our clients. A detail-oriented individual with multi-tasking skills is essential .

Qualifications: The employee must be able to perform each essential function identified below satisfactorily. The following information clarifies the essential job duties, knowledge, skill, and abilities required. The essential duties listed below require intensive interaction with management, employees and applicants, therefore consistent and regular attendance is required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

- Essential Duties and Responsibilities (other duties may be assigned): Administrative and Client Support: Work with Insurance Broker to obtain insurance documents for RFPs and client contract renewals. Oversee master contract spreadsheet, inclusive of services and contract details including expirations dates. Drive important meetings . Assist with and document implementations , which encompasses keeping track of many details, spreadsheets and documents. Oversee releasing of RO’s, noticing, etc. for new clients. Manage American Express reconciliation spreadsheet. Manages insurance certificates and tracking with clients. Manage contacts by client internally as well as notify internal departments as changes in personnel are made. Coordinate, arrange, set up Teams meetings. (On a needs basis). Complete miscellaneous business documents, etc. Manage business licenses, incl. applies for and maintain, including spreadsheet. Attend staff meetings via zoom and take meeting minutes. (On a needs basis). Submit Public Records Requests. Vendor registrations.

- RFPs: Assist on RFPs, RFP responses, and Bids. Read all RFPs to determine eligibility to bid and provide summary of RFP. Organize and ship/submit responses.

- Franchise Tax Board, DMV, and NLETs: Prepare and submit the required annual paperwork. Prepare and submit the required paperwork for new and existing clients . Prepare, manage, and submit required paperwork for DMV and DMV State Contracts. Prepare and submit the required paperwork for NLETs. Manage spreadsheet of all clients and their prior submissions to best understand when client renewals will occur. Manage spreadsheet of all ORIs and S-ORIs and the associated clients. Provide audit support.

- Tradeshows/Travel: Help in organizing attendance and participation in Tradeshows and Client Visits. Manage the tracking spreadsheet for tradeshows, including dates by which registration is due, orders are required, etc. Register for tradeshows, including shipping of booth, ordering required furniture / electricity, prepare collateral. Provide summary sheet on trade show logistics to Client Services. Provide travel arrangements for trade shows, Handheld trainings and Executive Travel, including airfare, hotel, car, etc. (On a needs basis).

- Testing: Aid In-house Programmers by testing websites and programs before client implementation.

- Handheld and Components Assistance: Ordering supplies - handheld units and components, ticket stock. (On a needs basis). Work with clients on Proofs prior to placing orders. Coordinate Handheld Trainings with Mobile Support. Communicate all invoices with back-up to accounting. Must have an understanding of QuickBooks in order to initiate quotes and enter purchase orders. Liaison between AT&T/Verizon, Client Services, Accounting for set up/ongoing billing/changes. Save all quotes and proofs.

- Additional Duties: Additional duties may be assigned. Back up Admin Asst when AA is on leave. University Degree and/or equivalent experience 5 + years administrative experience req, Intermediate to advanced knowledge of Microsoft Office Suite (i.e. Word, Excel, Outlook, QuickBooks, Strong analytical skills, Excellent computer skills; ability to type 50 wpm, Excellent customer relationship skills, Excellent organization skills. Excellent English composition skills, Excellent English language skills, Emphasis on accuracy and the ability to convey information using a high degree of customer service. Demonstrated ability to work with minimal supervision and administer multiple projects and deadlines. Ability to be flexible and work in a fast-paced environment, Multitasker . Excellent written, verbal and interpersonal skills Experience understanding complex information Ability to work collaboratively with Clients, staff and community members

- Responds promptly to customer needs Self-motivated Responds to requests for service and assistance Meets commitments Able to read and interpret written information Uses time efficiently Punctuality and outstanding attendance is a must

Expected hours: 40 per week

Application Question(s):

• Background check/FBI Fingerprinting will be required; will you be able to pass?

Experience:

• Administrative: 3 years (Required)

 

\nCompany Description

Data Ticket is a California certified small business that focuses all its energy in providing the software and services clients require to manage effective and efficient data processing. Founded in 1989, initially focused on delinquent parking citation collections; however, in the years since Data Ticket has grown our Solution in the following areas:

- Full-service parking citation processing and collections
- Full-service administrative citation processing and collections
- Electronic parking citation issuance
- Electronic administrative citation issuance
- Electronic moving violation software
- Permit issuance and management
- Tow management

Company Description

Data Ticket is a California certified small business that focuses all its energy in providing the software and services clients require to manage effective and efficient data processing. Founded in 1989, initially focused on delinquent parking citation collections; however, in the years since Data Ticket has grown our Solution in the following areas:\r\n\r\n- Full-service parking citation processing and collections\r\n- Full-service administrative citation processing and collections\r\n- Electronic parking citation issuance\r\n- Electronic administrative citation issuance\r\n- Electronic moving violation software\r\n- Permit issuance and management\r\n- Tow management