02/17/2025
Job Title: Office Assistant - Passport & Visa Services
Company: Quartus Global Service & Visa, Quartus LLC USA
Location: 2427 FM 1092 Rd, Unit A, Missouri City, TX 77459
Telephone: 713-534-1245 | 832-933-2954
Operation Hours: Monday to Friday, 10:00 AM to 6:00 PM
Job Responsibilities:
• Client Data Management:
Maintain client personal information securely, adhering to company data security protocols.
• Client Support & Guidance:
Distribute relevant informational packs to clients and offer trustworthy advice to complete applications when necessary. Ensure clients are aware of the total cost for visa/passport applications in advance.
• Application Management:
Complete the company’s visa portal for all new applications in the required format. Ensure timely submission of completed applications.
• Client Information Collection:
Work with clients to gather all necessary information to complete their applications, such as reference numbers and contact details.
• Collaboration with Visa Team:
Work closely with the visa backup team to ensure application paperwork is correct and processed efficiently. Keep clients updated throughout the entire process.
• Administrative and Invoicing:
Manage all administration and invoicing queries effectively and promptly.
• Portal Navigation Assistance:
Assist clients in navigating the unique portals created for them. Encourage use of these portals and provide support as needed.
• Industry Knowledge:
Stay updated with changes in passport and visa regulations and industry standards.
• Time Management & Prioritization:
Prioritize applications based on release dates and process them in a timely manner.
• Client Relationship Building & High-End Service:
Build and nurture strong relationships with clients, offering personalized and high-quality customer service. Consistently go above and beyond to meet client needs, ensuring they feel valued and heard. Earn their trust by providing accurate, timely, and reliable information.
• Trust & Client Retention:
Focus on earning the trust of clients by demonstrating professionalism, reliability, and attention to detail in every interaction. Strive to exceed customer expectations, creating positive experiences that encourage loyalty and repeat business.
• Adhere to Company Guidelines:
Ensure familiarity with and adherence to the Passport and Visa Department’s daily practices and guidelines.
Required Skills and Qualifications:
• Problem-Solving Skills:
Ability to efficiently identify issues and resolve them in a timely manner.
• Communication:
Strong written and verbal communication skills with an ability to communicate clearly and professionally, especially through email.
• Email & Correspondence Skills:
Proficient in professional email communication, with the ability to compose clear, concise, and well-structured messages. Comfortable using email platforms and managing communication with clients.
• Basic Technical Skills:
Basic understanding of office software and tools (e.g., Microsoft Word, Excel, Outlook).
Ability to upload, resize, and manage digital documents effectively.
• Document Management:
Expertise in managing and organizing documents, including uploading, resizing, and ensuring accurate file storage.
• Languages:
Fluency in English is required; Spanish is preferred.
• Customer Service Excellence:
Demonstrated experience providing high-end, customer-focused service and fostering long-term client relationships.
• Organizational Skills:
Strong time management, attention to detail, and organizational abilities to handle multiple tasks efficiently.
• Positive Attitude:
Enthusiastic, self-motivated, and persistent with a passion for customer service.
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This position requires a combination of communication proficiency, basic technical skills, and a commitment to high-quality customer service. The ideal candidate will be tech-savvy, organized, and able to handle both email correspondence and document management tasks with ease.
Contact Information:
• Matthew – Operation Manager
• Phone: 713-534-1245 |If you're interested in this position, please reach out to Matthew for more details.
Our team is here to assist you every step of the way to get your passport and visa service.
