Ventura, CA- Administrative Coordinator

Aladdin-Bail-Bonds; Ventura (CA); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Health

Dental

Vision

401k matching

Roth IRA

Paid Time off

Job summary

Aladdin Bail Bonds in Ventura, CA is seeking an Administrative Coordinator to support agents and the office with daily operations, filings, and client communications.

You will manage inventories, prepare weekly reports, handle deposits, and assist with claims and court-related tasks while maintaining a professional office environment and customer-first approach.

Proficiency in MS Office and strong organizational skills are essential, with flexibility to cover rotating duties as needed.

Qualifications

• High School Diploma or equivalent is required.
• Strong written and verbal communication skills.
• Proficiency in English and basic computer skills including MS Office.
• Minimum of 2 years of office administration experience is preferred.

Responsibilities

• Assist and provide backup support to Agents and/or the Manager as needed.
• Maintain daily deposit backup documentation.
• Manage inventory and petty cash controls, ensuring accurate reconciliation.
• Submit weekly reports to Corporate every Monday.
• Assist with maintaining a professional office appearance, including ensuring fresh coffee and water are available for clients.
• Coordinate defendant court reminder calls with the Manager.
• Provide administrative assistance for claims-related matters as appropriate.
• Build defendant files, including labels, 2100RC forms, and required documentation.
• Scan and attach defendant file documents and photographs into the BMA system.
• Capture caller information during bond inquiry calls and transfer to an Agent.
• Scan and upload defendant court documents into BMA and file appropriately.
• Provide support when Agents are assisting other clients (check-ins, court updates, payments).
• Create bond transaction packets.

Skills

Strong written and verbalcommunication

Professional customer service

Multitasking in a fast-paced office

Team collaboration

Fluent English

Education

High School Diploma or Equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Administrative Coordinator

Compensation: $19.00 - $21.00 per hour

Position Overview

The following list includes the typical responsibilities for the Administrative Coordinator position. Due to the teamwork-oriented nature of our company culture, additional duties outside of those listed below may be assigned as needed. Employees should consult their Supervisor with any questions regarding responsibilities.

Agency Administration

• Assist and provide backup support to Agents and/or the Manager as needed.
• Maintain daily deposit backup documentation.
• Manage inventory and petty cash controls, ensuring accurate reconciliation.
• Submit weekly reports to Corporate every Monday.
• Assist with maintaining a professional office appearance, including ensuring fresh coffee and water are available for clients.
• Coordinate defendant court reminder calls with the Manager.

Office Support

• Provide administrative assistance for claims-related matters as appropriate.
• Assist with Corporate requests and inter-agency requests, including:
  • Filing motions
  • Processing exonerations
  • Pulling minute orders
  • Filing trust deeds
  • Other administrative tasks as assigned
• Build defendant files, including labels, 2100RC forms, and required documentation.
• Scan and attach complete defendant file documents and photographs into the BMA system.
• When receiving bond inquiry calls:
  • Capture the caller's name
  • Defendant's name
  • Caller’s phone number
  • Transfer information to an Agent as necessary
  • Never end a lead call without first connecting the caller with an Agent.
• Scan and upload defendant court documents into BMA and file appropriately.
• Provide support when Agents are assisting other clients, including:
  • Defendant check-ins
  • Court updates
  • Payments
  • Bail information gathering
• Create bond transaction packets.
• Manage outgoing and incoming mail and Federal Express deliveries.
• Maintain inventory and ordering of office supplies and bail bond forms.

Customer Service

• Provide prompt, professional, and non-judgmental customer service to the general public.
• Deliver exceptional customer service with a sense of urgency in areas including:
  • Defendant check-ins
  • Court updates
  • Payments
  • Reinstatements
  • Other client-related issues that arise daily
• Maintain a professional appearance and adhere to the Aladdin Bail Bonds dress code when interacting with customers, vendors, courts, jails, and coworkers.
• Demonstrate a team-oriented attitude and provide support whenever needed without hesitation.

Qualifications & Experience

Required

• High School Diploma or equivalent.
• Strong written and verbal communication skills.
• Basic computer proficiency, including:
  • Microsoft Outlook
  • Microsoft Word
  • Microsoft Excel
  • General typing and office software skills
• Proficiency in the English language.

Preferred

• Minimum of 2 years of office administration experience.
• Bilingual or multilingual abilities are a plus.

Skills & Abilities

• Ability to multitask in a fast-paced office environment.
• Strong organizational and prioritization skills.
• Ability to work collaboratively as part of a team.
• Positive attitude with a proactive, resourceful, and flexible approach.
• Ability to work independently with minimal supervision.
• Flexibility to work non-standard hours when urgent matters arise.

Job Requirements

• Must be able to obtain a state-issued insurance license.
• Must possess a valid driver's license and qualify to operate a company vehicle.
• Must be willing to work a rotating schedule.

Aladdin Bail Bonds is committed to providing exceptional customer service while fostering a collaborative and professional work environment.

• Health
• Dental
• Visiion
• 401k matching
• Roth IRA
• Paid Time off