Administrative Coordinator (Colombia)

Our Company

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role

We're seeking an Administrative Coordinator to support daily operations for a U.S.-based court reporting agency that coordinates court reporters and videographers for legal proceedings. This role is designed for highly organized professionals who excel at managing administrative workflows, maintaining accurate records, and communicating effectively with clients.

You'll play a key role in scheduling proceedings, managing data entry, reviewing transcripts, and ensuring administrative processes run smoothly.

Location: Must be in Colombia Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday 9:00 AM to 6:00 PM Pacific Time

Contract: Non-fixed Term Colombian Contract.

Requirements

Required

• 2+ years of administrative or operations support experience
• Strong data entry accuracy and attention to detail
• Professional written communication skills
• Excellent organization and time management
• Ability to manage multiple tasks and deadlines
  
  

Preferred

• Scheduling or coordination experience
• Administrative experience in a professional services environment
  
  

Note: Prior legal or court reporting experience is not required. Full training is provided.

Tools Used Must Haves

• Microsoft Outlook
  
  

Tools Nice to Haves

• Zoom
• Microsoft Teams
• Solaria (training provided)
  
  

What Success Looks Like

• Accurate and timely job entry
• Organized inbox and professional client communication
• Consistent transcript formatting review
• Well-maintained records and administrative workflows
  
  

Education: Bachelor's degree, or equivalent experience in Business Administration, Operations, or a related field.

Experience: 2+ years of administrative support, operations support, or coordination experience.

Skills: Strong data entry accuracy, organization, time management, professional written communication, and ability to manage multiple tasks and deadlines. Proficiency in Microsoft Outlook required; experience with Zoom, Microsoft Teams, or similar collaboration tools is a plus.

Characteristics: Detail-oriented, reliable, proactive, and comfortable working in structured administrative workflows.

Responsibilities

Scheduling & Data Entry

• Review incoming job requests and supporting emails
• Enter deposition and hearing details into the scheduling system
• Send scheduling confirmations and Zoom invitations
• Ensure all job requests are processed accurately and on time
  
  

Transcript Review

• Review transcripts for formatting accuracy and completeness
• Typical review volume: 1015 transcripts per day
  
  

Client Communication

• Monitor shared inboxes and respond to client emails
• Maintain organized email workflows
• Assist with team inbox coverage when needed
  
  

Administrative Support

• Send Read & Sign reminder notices
• Perform quality checks on next-day scheduled jobs
• Prepare confirmation emails for upcoming proceedings
• Maintain internal records and client databases
• Generate basic internal reports