Envoy Global is a proven innovator in the global immigration space. Our mission combines our industry-leading tech platform with holistic service to streamline, simplify and expedite the immigration process for employers and individuals.
As a member of the Operations team, our Mail Administrators are responsible for providing clerical support to Envoy's affiliate law firms to help in the processing of immigration and non-immigrant visas. Those with a genuine interest in immigration law and global immigration matters and technology are encouraged to apply!
This role is a full time permanent position and it is 100% working in the office located in Chicago, IL.
As our Mail Administrator you will be required to:
- Receive, sort and process incoming mail, including scanning, filing, and uploading confidential documents into internal systems and leveraging process automation tools, as well as physically distributing mail within the office
- Maintain organized records of mail logs, leveraging process automation
- Assist in processing e-mail received by the government in addition to physical mail, which includes properly routing the email and/or taking action on certain administrative matters
- Handle sensitive immigration-related documents with discretion and in compliance with privacy and data protection policies
- Follow established protocols for secure document storage and disposal
- Coordinate with Operations, Legal, and Affiliate teams to ensure smooth mail flow and accurate routing of case-related materials (this includes, but is not limited to, handling signature process)
- Identify opportunities for process improvement and report suggestions to supervisors to enhance mailroom efficiency
- Monitor and restock mailing supplies, including envelopes, labels, and postage
- Utilize AI-powered tools and robotic process automation (RPA) to streamline workflows and improve operational efficiency
- Coordinate manual checks in office for notices (such as Receipt or Approval Notices) as requested
- Calling FedEx/UPS as needed for lost or misdelivered packages
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To apply for this role, you should possess the following skills, experience and qualifications:
- High school diploma or equivalent required
- Minimum 1+ years of work and/or internship experience; prior mailroom or administrative experience preferred
- Demonstrated experience of adapting to evolving priorities
- Experience with confidential and time-sensitive information
- Basic proficiency with office technology (MS Office Suite) and document management systems
- Fluent in English language
- Must be available to be in the office 5 days per week
- Excellent organizational skills with the ability to efficiently multi-task and prioritize to meet strict deadlines
- Ability to empathize and perceive matters from the perspective of clients, foreign nationals, and work colleagues
- Comfortable working in a fast-paced, high-volume environment
- Strong written & verbal communication skills and excellent use of the English language
- Strong attention to detail with a genuine desire to produce prompt and accurate work
- Team focused and strong work ethic
- Ability to handle confidential information with integrity
This role is a full time permanent position and it is 100% working in the office located in Chicago, IL.
Hourly Rate: $20.00 per hour (if overtime is requested, overtime rates apply)
To Apply, please upload your application following the link provided. We look forward hearing from you!
Notice at Collection for California Applicants:
http://www.envoyglobal.com/notice-at-collection-for-ca-applicants
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