About the position
We are seeking to hire an enthusiastic, detail-oriented, organized File Clerk/Data Entry to join our team. The ideal candidate will excel in a fast-paced environment, possess strong clerical skills, demonstrate proficiency in managing and organizing files and documents, have experience in customer service, and will perform various day-to-day accounting and clerical duties to support our finance team's daily operations and the ability to work well independently and get along well with others. As a File Clerk, you will play a crucial role in maintaining accurate records and supporting the office's administrative functions. In this role, you will be responsible for maintaining a clean, neat, and orderly front office area at all times, greeting visitors, answering the phone system professionally, and handling customer relations. You will also manage incoming and outgoing mail, prepare memos and letters, and oversee office supplies inventory. Your duties will include supervising the cleaner crew and Customer Service Staff, controlling the part inventory system, and performing various administrative tasks such as scanning, faxing, copying, and managing databases. Additionally, you will organize and maintain both physical and digital filing systems, ensuring confidentiality and security of all files and information. You will conduct periodic audits to ensure file accuracy and assist colleagues in locating and accessing files as required. The role requires mastering heavy data entry tasks with high accuracy and efficiency using Excel and other computerized databases, as well as creating and preparing reports and records in Excel spreadsheets. Flexibility and the ability to perform multiple tasks as needed are essential for success in this position.
Responsibilities
- Maintain a clean, neat, and orderly front office area at all times.
- Greet visitors and direct them to the appropriate departments or individuals.
- Answer the phone system professionally and in a timely manner.
- Handle customer relations and solve customer complaints.
- Handle incoming and outgoing mail and packages.
- Prepare memos, letters, and email respondents for the company.
- Manage office supplies inventory and place orders when necessary.
- Supervise the cleaner crew and Customer Service Staff.
- Control and maintain the part inventory system and mechanic system.
- Scanning, faxing, copying, typing, auditing, managing databases, and completing general administrative duties.
- Organize and maintain physical and digital filing systems.
- Sort, label, and file documents according to established procedures.
- Follow company policies and procedures for file management.
- Retrieve files upon request and ensure proper handling.
- Perform data entry tasks to update and maintain files accurately.
- Assist with document scanning, photocopying, and shredding as needed.
- Ensure confidentiality and security of all files and information.
- Conduct periodic audits to ensure file accuracy and completeness.
- Assist colleagues in locating and accessing files as required.
- Perform routine clerical duties within a fast-paced environment and assist in the Accounting Department.
- Create and prepare reports, expense reports, forms, and records in Excel spreadsheets.
- Master heavy data entry tasks with high accuracy and efficiency using Excel and other computerized databases.
- Assist with other projects in the office as assigned.
- Be flexible and open to performing multiple tasks as needed.
Requirements
- Associate Degree in business or a related field.
- Proficiency in English; Bilingual is a plus.
- Front desk reception experience with excellent customer service skills.
- Previous experience in administration or office support role is preferred.
- Experience in our target markets (Bus Charter, Travel, and Tour) is preferred.
- At least 2+ years of general clerical work experience in an office environment.
- Proficiency in using office software such as Microsoft Office Suite.
- Familiarity with pivot tables, data entry, order entry, databases, and file organization.
- Ability to transcribe information accurately.
- Strong computer skills to computerize filing systems efficiently.
- Strong clerical skills, including organizing, filing, and record-keeping.
- Knowledge of QuickBooks Desktop or bookkeeping is a plus.
- Proficient in proofreading documents for accuracy.
- Effective and advanced in verbal and written communication skills.
- Basic email Internet Explorer (sending, receiving, and organizing communication).
- Experience in E-file and basic office machinery (copier, fax, scanner).
- Must pass a typing test with a speed of 40+ words per minute.
- Proficiency, fast, accurate data entry skills with attention to detail.
- Proficiency and advanced in Excel, Word, and Microsoft Office.
- Must be able to create and maintain spreadsheets in Excel for various reporting.
- Must have advanced problem-solving skills, handling customer complaints and using independent judgment to resolve issues.
- Well-organized, accurate, and attentive to detail.
- Detail-oriented with a focus on accuracy in all tasks.
- Prioritize tasks, manage detailed tasks within deadlines, and have time management skills.
- Ability to handle multiple projects simultaneously and able to multitask effectively.
- Eagerness to learn and enjoy using knowledge to help others.
- Adaptability to changes and grasp new concepts and processes, including technology.
- Reliable transportation with a valid driver's license, consistent attendance, punctuality, and dependability.
- Required to work flexible hours, weekends, and holidays sometimes.
- Must pass a criminal background check and a drug-free workplace.
Nice-to-haves
- Experience in customer service (3 years preferred)
- Experience in data entry (3 years preferred)
- Experience as an office clerk (3 years preferred)
- Experience with filing systems (3 years preferred)
Benefits
- Paid time off
