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Job Description : Administrator
The position of Administrator is to ensure that all client audio and booking requests are processed in a timely and professional manner so that it is ready for transcription team to complete.
In addition, the Administrator will provide administrative support to the NZ Administration team.
Essential Duties and Responsibilities
Receive and prepare audio through extracting from hard media, retrieving from upload servers and where necessary converting audio to a suitable format for transcription
Troubleshoot audio problems including new file formats, conversion and quality issues
Ensure that supporting materials are available for transcribers
Create a job in the appropriate database for each client order
Assign work to transcribers as required
Manage Reception and look after visitors
Answer face-to-face customer queries, take briefs from clients, quote for jobs, take payment and organise receipts for the work provided
Answer phone calls and transfer them to the appropriate person as necessary
Ensure that the NZ Client shared mailbox is monitored and that emails are responded to promptly and in line with set KPIs
Liaise with clients regarding audio recording options
Liaise with clients when there are problems with either the audio or supporting documentation
Confirm to client that audio has been received and the expected due date
Advise clients of any delays or alterations to expectations in deadlines in quality of transcripts
Assist clients when they are having problems transferring audio or receiving transcripts
Return transcripts to clients as required
Create transcripts from audio files following style and quality guidelines provided
Do final visual checks on completed transcripts
Do final checks against audio on words / phrases marked inaudible in transcripts
Proofread and consistency check documents
Provide feedback to transcribers following prescribed guidelines
Put multiple part transcripts together as a unified document / series of documents
Complete copy typing in specified formats as required
Ensure end of day reports are updated daily
Update other admin reports as required
Additional admin support to the NZ Administration team as needed
Excellent communication skills including professional email and phone communications
Able to professionally manage workload and conflicting priorities
Strong attention to detail
Exceptional English skills
Excellent keyboard skills
Confidence in Microsoft Word and working knowledge of other Office programmes
Good organisational ability
Ability to self-manage and prioritise
Works effectively as part of a team, recognises areas where support is required and offers assistance
Ability to effectively problem solve
Is flexible and adaptable in approach
Experience in audio transcription an advantage
Some experience in proofreading or editing
Takes an active role in personal development and frequently reviews individual objectives and attends training sessions as required
Able to self-motivate and support other staff in the office
Good general education
Police clearance required. This will be arranged via Epiq
Candidate must be prepared to undertake further security clearances as required
Candidate must be legally able to work in New Zealand
Positions that Typically Report to this Position
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
It is Epiq’s policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual’s race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law.
Epiq’s policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction.
In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities.
If you need assistance or an accommodation during the application process because of a disability, it is available upon request.
Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.