Administrative Coordinator, Unclaimed Property

This will be an onsite position in our Cincinnati, OH office.  

As an employee-owned company, DMA prioritizes employees. Low turnover rates and tenured teams are living proof:

• 2024 Great Places to Work Certified
• Employee stock ownership program eligibility begins on day one of employment (ESOP contribution is targeted at 6% of your annual compensation)
• Company paid parental leave
• Generous time off plans
• Multiple benefit plans, eligibility begins on day one of employment
• Culturally focused on work/life balance, mental health, and the overall wellness of our employees

Position Summary

We are seeking an organized and proactive Administrative Coordinator to support our Unclaimed Property team. In this role, you will be essential in ensuring smooth operations by handling owner notifications, inquiries, and compliance filings. With a keen eye for detail and a customer-centric approach, you will help maintain compliance, streamline processes, and contribute to the overall success of our unclaimed property management efforts. If you're a self-motivated individual who thrives in a fast-paced environment, this is the opportunity for you to make a significant impact.

Essential Duties and Responsibilities

• Coordinate Communication: Prepare and send clear, professional mail and email correspondence to owners, ensuring timely and accurate delivery of unclaimed property information.
• Manage Owner Responses: Oversee and track incoming owner replies, organizing and prioritizing responses to ensure compliance deadlines are met.
• Provide Research and Support: Conduct thorough research to address owner inquiries and provide well-informed responses in a timely manner.
• Data Management: Accurately input and maintain data, ensuring that records are up-to-date and aligned with compliance requirements.
• Document Organization: Scan, index, and file documents efficiently to maintain a well-organized and easily accessible recordkeeping system.
• Process Payments: Assist with payment processing, ensuring all unclaimed property filings are completed accurately and on time.

Non-Essential Duties and Responsibilities

• Support Special Projects: Assist with various ad-hoc projects as assigned, contributing to team and organizational goals outside of core responsibilities.
• Process Improvement: Identify opportunities for efficiency improvements in existing processes and offer suggestions to enhance workflow and team performance.
• Maintain Flexibility: Step into other roles or responsibilities when needed to ensure team success, such as providing coverage during peak periods or absences.
• Participate in Team Initiatives: Actively contribute to team meetings, brainstorming sessions, and collaborative efforts to improve team dynamics and achieve collective goals.

Education and Qualifications

• High School Diploma or Equivalent required; Associate’s degree or higher in Business Administration, Accounting, or related field preferred. Relevant certifications or coursework in unclaimed property or compliance-related fields is a plus.
• Self-Motivation and Initiative: Ability to work autonomously, take initiative, and manage tasks without constant supervision, while maintaining focus and meeting deadlines.
• Collaborative Mindset: Ability to work effectively within a team, contributing to shared goals and supporting colleagues to ensure overall team success.
• Adaptable and Flexible: Open to taking on new tasks or shifting priorities based on team needs and changing project requirements.
• Supportive and Approachable: Maintain a positive attitude and willingness to assist colleagues with tasks, fostering a cooperative and productive team environment.
• Effective Communication: Demonstrate clear and transparent communication with both team members and cross-functional stakeholders to ensure alignment and shared understanding.
• Commitment to Team Goals: Understand and actively contribute to team objectives, ensuring personal work aligns with and supports the broader goals of the group.
• Highly Detail-Oriented: Consistently maintains accuracy and precision in all tasks, ensuring quality results.
• Exceptional Customer Service Skills: Demonstrates a proactive and professional approach to addressing client needs, fostering strong relationships and satisfaction.
• Proficiency in Microsoft Excel and Word: Possesses solid working knowledge of basic Excel and Word functions to support day-to-day tasks.
• Strong Communication Skills: Capable of conveying information clearly and effectively, both verbally and in writing, with an ability to adapt to diverse audiences.
• Accountable and Adaptable: Takes ownership of responsibilities, managing time effectively to meet deadlines while remaining flexible in a fast-paced environment.
• Willingness to Travel: Available to travel as needed to support job responsibilities and team initiatives.
• Must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future. This position does not qualify for employment-based sponsorship. 

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