Associate Consultant / Administrative Assistant

NuCompass Mobility Services Inc. (NCM) is a global relocation management services firm with a commitment to providing outstanding service through creative solutions and innovative technology. We are looking to add an Associate Consultant / Administrative Assistant (ACAA) who is detail oriented, professional, and customer-focused. The ACAA provides administrative and other back up support to Relocation Consultants and other departments to facilitate the relocation process. The AACA also performs reception duties and manages other necessary company functions, such as mail and supplies. This position is open in our Pleasanton, CA headquarters office.

Essential Duties and Responsibilities: 
  • Serves as the primary back up for incoming contact by transferees/assignees, clients or service providers.  Answers general questions, handles transactional situations, and refers questions and tasks to designated back-up Consultant during absences.
  • Provides general administrative support to facilitate the relocation process, including:
    • Preparing electronic transferee files
    • Assisting with preparation of reports and surveys
  • Assists in the delivery of services provided to the transferee, including:
    • Facilitating placement of orders for services
    • Monitoring progress and status of services
    • Supporting exception request process
  • Provides essential accounting support, including:
    • Coding expenses and preparing invoices
    • Monitoring and following up on fees
    • Assisting with budgets for managed cap moves
  • Manage office administrative functions, including:
    • Answer and route calls
    • Manage mail, including incoming and outgoing letters, packages, and deliveries
    • Greet guests and visitors
    • Centrally manage office and company supplies and materials
Qualifications and/or Experience: 
  • Minimum 2-3 years applicable customer service or related industry experience preferred
  • Minimum 2-3 years applicable administrative experience
  • Excellent customer service and communication skills
  • Demonstrated ability to multi-task
  • Strong attention to detail
  • Proficiency in applicable computer systems and software including  Outlook, Word and Excel
  • Ability to use web-based technology tools
  • Ability to work independently while managing various tasks

Competencies

  • Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
  • Customer Service – Displays courtesy and sensitivity; manages difficult or emotional customer situations; meets commitments; responds promptly to customer needs; solicits customer feedback to improve service.
  • Communication – Speaks clearly and persuasively; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings; writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively.
  • Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests. Demonstrates flexibility in a changing environment.
  • Planning & Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectives; works in an organized manner.
  • Problem Solving - Identifies problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; resolves problems in early stages; works well in group problem solving situations
  • Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively
  • Technology – Uses technology effectively, including telephony, Outlook, Word, Excel, etc
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