Documentation Specialist

Colonial Group; Buffalo (NY); On-site; USD 48,000 - 62,000; Full time

Job summary

Colonial Group seeks a Major Accounts Documentation Specialist to manage compliance-related documentation for its largest customers. You will interact professionally with dealership staff and buyers, balancing precision with a collaborative, energetic approach across departments.

Responsibilities include organizing documents in Salesforce, prioritizing requests within deadlines, and supporting the major accounts sales team with various tasks as they arise.

Qualifications

• Two years of administrative experience required.
• Strong English reading, writing, speaking and comprehension.
• Self-starter capable of thriving in an entrepreneurial environment.
• Administrative or customer service experience.
• Demonstrated technology proficiency.
• Ability to stay calm under tight deadlines.
• Persistent in obtaining documents from dealerships.
• Sense of urgency to meet dealer group needs.
• Team player who is teachable and adaptable.
• Strong analytical reasoning and problem-solving.
• Excellent communication and organizational skills.
• Meticulous attention to detail.
• Proficient in Microsoft Excel and G Suite.
• Ability to balance tact and candor.

Responsibilities

• Triage and respond to major account documentation requests within established timeframes.
• Manage and maintain critical account details and documents in Salesforce.
• Analyze compliance reports to prioritize dealer outreach and address non-compliant accounts.
• Coordinate onboarding, account creation, and activation for compliant documents.
• Participate in team projects, audits, and system updates.
• Support major account sales with related duties as they arise.
• Assist with private marketplace launches and reporting requests.
• Perform additional duties as assigned.

Skills

Administrative experience

Communication skills

Organizational skills

Team player

Analytical reasoning

Tools

Microsoft Excel

G Suite

Salesforce

Job description

Who we are looking for:

The Major Accounts Documentation Specialist is responsible for fulfilling documentation requests from ACV’s major account customer base that are related to compliance. This role interacts in a professional and thoughtful way with office staff of ACV’s largest customers, as well as reach out to ACV’s buyers of all sizes. The Documentation Specialist is adept at balancing professionalism and fun at all times while being incredibly skilled at working with other departments.

What you will do:

• Actively and consistently support all efforts to simplify and enhance the customer experience.
• Triage and respond to all major account documentation requests within established timeframe(s).
• Manage and maintain critical account details, documents, and documentation in Salesforce
• Utilize major account compliance reports to analyze and prioritize on-going dealer outreach to maintain a minimum level of non-compliant accounts.
• Communicate both internally and externally the needs for new account on-boarding, account creation and existing account activation and then execute those tasks when compliant documents and details are properly submitted.
• Work on team projects, including account audits and corrections, procedure updates and system changes
• Perform private marketplace launches, direct sales, and reporting requests.
• Assist the major account sales team with various support functions as they arise.
• Perform additional duties as assigned

What you will need:

• 2 year(s) Administrative experience
• Ability to read, write, speak and understand English.
• A reliable self-starter who is capable of thriving in an entrepreneurial environment.
• Administrative and/or customer service experience
• Demonstrated technology proficiency
• The ability to remain calm under tight deadlines
• Willingness to be persistent to obtain documents from dealerships
• A sense of urgency to quickly meet and anticipate the needs of major dealer groups
• Team Player who is teachable and adaptable
• Strong analytical reasoning and problem-solving skills
• Excellent communication and organizational skills
• Meticulous attention to detail
• Strong skills in Microsoft Excel and G Suite
• The ability to balance both tact and candor

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