Document & Notarization Associate

About the Role

We are looking for a proactive and detail-oriented professional to support our document management client correspondence and notarization processes. This is an excellent opportunity for someone eager to learn grow and contribute to operational efficiency while building a strong foundation in administrative and document-based workflows.

Key Responsibilities

• Receive review scan and upload client correspondence ensuring accurate organization and timely processing
• Manage virtual address services including activations cancellations and mail handling
• Maintain and update client records in CRM systems ensuring data accuracy and proper tracking of interactions
• Support notarization processes including document preparation scheduling and coordination
• Review documents for completeness and identify missing or inconsistent information
• Coordinate shipping requests and handle incoming/outgoing documentation
• Collaborate with internal teams (Customer Service Business Filing Tax) to ensure smooth workflows
• Assist with client agreements and provide general administrative support as needed

Qualifications

• Advanced English proficiency Fluency in Spanish or Portuguese is highly preferred
• High school diploma required; a degree in Business Administration or related field is a plus
• Previous experience in administrative customer service or document management roles preferred
• Familiarity with CRM tools (e.g. HubSpot) is a plus
• Notary Public certification is a plus (or willingness to obtain it with company support)

Skills & Competencies

• Strong organizational and time-management skills
• Strong sense of responsibility ownership and accountability as this role involves handling sensitive client documents and correspondence
• High attention to detail and accuracy
• Proactive mindset with the ability to learn quickly
• Strong communication and interpersonal skills
• Problem-solving abilities with a focus on efficiency
• Ability to manage tasks independently and ensure accuracy in all document-related processes
• High level of trustworthiness and attention to confidentiality