Certification and Legalization Manager

Job Description

Job Description

Work Arrangement:   This is a hybrid role requiring three (3) days per week onsite at our Alexandria, Virginia office and two (2) remote workdays , subject to business needs.

Position Overview:

The Certification and Legalization Manager is a key member of Questel’s Document Services team, responsible for managing notarization and legalization requests related to patent and trademark documentation.

This role serves as an active District of Columbia Notary Public (or is eligible to obtain a D.C. Notary commission) and ensures that all notarial acts are performed in compliance with D.C. jurisdictional and physical location requirements, while overseeing the team’s operational workflows, administrative processes, and regulatory compliance.

Principal Duties & Responsibilities:

• Perform official notarial acts for clients in full compliance with District of Columbia notarial laws and regulations
• Maintain an active D.C. Notary Commission in good standing at all times
• Oversee and coordinate daily team workflows, including document preparation, scheduling, data entry, and file management, to ensure balanced workloads and operational efficiency
• Review team outputs for accuracy, completeness, and compliance prior to client delivery or filing; ensure adherence to data privacy and confidentiality standards, including the handling of PII and sensitive legal information
• Lead training and development efforts by onboarding new team members and providing ongoing instruction on office procedures, document handling protocols, and customer service expectations; conduct regular performance check-ins to support continuous improvement and professional growth
• Act as the primary escalation point for complex or sensitive client inquiries; manage team calendars and priorities to address urgent and high-impact requests
• Work on special projects and other duties as assigned by management

Qualifications & Skills:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

Education and Experience: Associate degree or equivalent experience required.  Any combination of education, experience and training which provides the following knowledge, skills, and abilities will be considered:

• Active District of Columbia Notary Public commission, or ability to obtain one, with the ability to perform notarial acts in compliance with applicable jurisdictional and physical location requirements; additional state notary commissions may be required based on business needs
• Ability to work independently with minimal supervision while also collaborating effectively within a team environment
• Demonstrated initiative, persistence, problem-solving capability, and a strong willingness to learn
• High attention to detail with the ability to remain organized, accurate, and efficient while managing multiple tasks
• Strong communication skills to support effective coordination among team members
• Excellent written and verbal communication skills
• Highly developed interpersonal skills with a professional, client-focused approach
• Proficiency in Microsoft Office applications
• Self-motivated, proactive, and capable of seeing assignments through to completion
• Fluency in English required
• Fluency in an additional language other than English is preferred but not required

Supervision Received:

This position operates under the general supervision of the Managing Director

Supervision Exercised:

Provides direct supervision to a team of two Document Services Specialists

Physical/Sensory/Mental Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodation may be given to individuals with disabilities to perform the essential functions.

• Regular use of a computer and other standard office productivity equipment.
• Ability to retain and recall names, details, and procedural information.
• Ability to maintain strict confidentiality of all proprietary and sensitive information related to Questel and its clients.

Additional Requirements:

Verification of identity and criminal records check

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Questel

Driven by values of entrepreneurship, respect, and integrity, Questel is committed to growth and social responsibility. We foster an inclusive, equitable workplace where all feel respected and empowered, regardless of background. Questel is an Equal Opportunity Employer, considering all qualified applicants without discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or other protected factors.