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Office Manager & Legal Administrative Assistant in Dallas, TX at Holiday Inn Club Vacations

Date Posted: 2/22/2019

Job Snapshot

Job Description

Holiday Inn Club Vacations look for individuals who excel in their role, and are committed to delivering an exceptional experience for our guests, owners, and team members.  We look for individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust, and respect, encourage success and build relationships?  We’re looking for people like this to join our friendly, engaged, professional team.               

 

POSITION DESCRIPTION:

This position is responsible for management of office and providing support to Attorneys and Paralegals. Responsibilities include, but are not limited to, distributing mail; processing invoices; ordering supplies; conducting data/account research for consumer complaint issues; sorting and distribution of complaints; circulating of cease and desist instructions to various business groups; preparing letters and other correspondence responding to such consumer complaints and to maintain electronic file system.

ESSENTIAL DUTIES AND TASKS:

1. Perform day to day office managerial tasks, including but not limited to mail distribution, ordering office supplies, submitting expense reports, maintaining electronic file systems.  25%

2. Request and research data from various departments, using various software programs and summarize content as directed. Strong writing skills a must.  25%

3. Circulate cease and desist requests to applicable business units so that they may code their software programs accordingly. 20%

4. Prepares cover letters being sent to Attorney’s and state agencies, etc. Responsible for sending and tracking FedEx packages and certified mail. 5%

5. Maintains electronic file list for consumer complaints. 15%

6. Prints, scans and prepares various documents for Attorneys and Paralegal. 5%

7. Answer phones and take comprehensive, detailed messages and direct to proper source. Any additional responsibilities that may become evident and necessary to conduct legal business. 5%

 

Job Requirements

EDUCATION and/or EXPERIENCE:
• High School Diploma, GED equivalent.
• Previous Administrative experience required.
• Customer service and/or hospitality experience a plus.

QUALIFICATIONS:
• Requires excellent organizational skills.
• High degree of confidentiality.
• Must possess strong verbal and written communication skills.
• Proficiency with Microsoft Word, Excel, Outlook, Adobe Acrobat and ability to learn new programs as may be applicable.
• Ability to react and adapt to changes and priorities.
• Ability to work in a fast paced environment.
• Detail oriented.
• Self-starter.
• Ability to work well with others.

WORK SCHEDULE/HOURS:
• Monday – Friday (Sat/Sun Off)
• 8:30 a.m. – 5:30 p.m. (40 hour work week) or “as needed” to accomplish special tasks. 
• One hour lunch break.