San Jose, CA- Administrative Coordinator

Administrative Coordinator

Compensation: $21.00 - $23.00 per hour

Position Overview

The following list includes the typical responsibilities for the Administrative Coordinator position. Due to the teamwork-oriented nature of our company culture, additional duties outside of those listed below may be assigned as needed. Employees should consult their Supervisor with any questions regarding responsibilities.

Agency Administration

• 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.

Office Support

• 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
• Other administrative tasks as assigned
• Build defendant files, including labels, 2100RC forms, and required documentation.
• Scan and attach complete defendant file documents and photographs into the BMA system.
• When receiving bond inquiry calls:
• Capture the caller's name
• Defendant's name
• Caller's phone number
• Transfer information to an Agent as necessary
• 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
• 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.

Customer Service

• 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
• Other client-related issues that arise daily
• Maintain a professional appearance and adhere to the Aladdin Bail Bonds dress code when interacting with customers, vendors, courts, jails, and coworkers.
• Demonstrate a team-oriented attitude and provide support whenever needed without hesitation.

Qualifications & Experience

Required

• High School Diploma or equivalent.
• Strong written and verbal communication skills.
• Basic computer proficiency, including:
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• General typing and office software skills
• Proficiency in the English language.

Preferred

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

Skills & Abilities

• 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.

Job Requirements

• 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.

Aladdin Bail Bonds is committed to providing exceptional customer service while fostering a collaborative and professional work environment.