The job, in the employer's words
We are looking for a reliable and detail-oriented Records and Mail Coordinator to support the daily handling of documents, records, correspondence, and mail at FreeLink Interpreting LLC. This position will ensure that incoming and outgoing documents are accurately recorded, properly routed, securely stored, and readily available to authorized team members.
Key Responsibilities
- Receive, sort, review, and distribute incoming mail and business correspondence.
- Process client forms, interpreting-service documents, invoices, contracts, administrative records, and other company paperwork.
- Enter document and mail information into Microsoft Excel, Google Sheets, or internal tracking systems.
- Scan, rename, upload, and organize documents within designated electronic folders.
- Maintain accurate electronic and physical filing systems.
- Prepare outgoing correspondence, forms, records, and packages for delivery.
- Track important mail, packages, and time-sensitive documents.
- Monitor designated email inboxes and route incoming correspondence to the appropriate department.
- Verify documents for completeness, correct recipient information, signatures, dates, and required attachments.
- Follow up on missing, incomplete, or incorrectly submitted documentation.
- Retrieve records requested by authorized employees or managers.
- Maintain document logs showing received, processed, distributed, pending, and completed records.
- Archive completed records according to established company procedures.
- Assist with periodic records audits and document-quality checks.
- Maintain confidentiality when handling client, interpreter, employee, financial, and company information.
- Coordinate with Operations, Scheduling, Client Services, Accounting, Human Resources, and Management regarding document and correspondence requests.
- Prepare basic daily or weekly reports on outstanding records, mail activity, and pending documentation.
- Follow company procedures for document security, privacy, retention, and information handling.
Requirements
- Previous experience in records management, document control, mail coordination, administrative support, or data entry is preferred.
- Strong attention to detail and organizational skills.
- Proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
- Familiarity with Google Workspace, electronic filing systems, and document-management platforms.
- Accurate typing and data-entry skills.
- Strong written and verbal communication skills.
- Ability to handle confidential information responsibly.
- Ability to prioritize multiple document requests and meet deadlines.
- Ability to work independently and coordinate effectively with remote teams.
Benefits
- Private Health Insurance
- Pension Plan
- Paid Time Off
- Work From Home
- Training & Development
- Performance Bonus
Benefits mentioned
- Private Health Insurance
- Pension Plan
- Paid Time Off
- Work From Home
- Training & Development
- Performance Bonus
Requirements mentioned
- Previous experience in records management, document control, mail coordination, administrative support, or data entry is preferred.
- Strong attention to detail and organizational skills.
- Proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
- Familiarity with Google Workspace, electronic filing systems, and document-management platforms.
- Accurate typing and data-entry skills.
- Strong written and verbal communication skills.
- Ability to handle confidential information responsibly.
- Ability to prioritize multiple document requests and meet deadlines.
- Ability to work independently and coordinate effectively with remote teams.
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