Documents Administrative Assistant: Part-time Seasonal

Job Summary

WorldCare Pet Transport is one of the world’s most respected pet relocation companies, specializing in the transport of household pets for executives of Fortune 500 companies throughout the world.

We seek an enthusiastic self-starter who can join our Darien, CT team as a Part-Time Seasonal Documents Administrative Assistant, working from now through September largely on coordination with CDC (U.S. Centers for Disease Control and Prevention) requirements for pets entering the United States. In this position, you will also assist with data entry, phone inquiries, and other administrative tasks.

This position requires a highly organized administrative professional who possesses meticulous attention to detail, and is observant of strict timelines. THIS IS AN IN-OFFICE POSITION (not hybrid or remote) with hours that will fluctuate as our busy season of summer gets underway.

This position starts with a schedule of about 10 hours weekly from February to May, and then the hours will increase to approximately 20-30 hours weekly for our busiest months of May through September. The starting schedule, while flexible, is projected as 9:00am-12:00 pm Mondays, Wednesdays and Fridays. This is a seasonal position that concludes at the end of September.

Previous experience in document management, or other administrative responsibilities requiring a high degree of accuracy and communication skills, will be helpful in this position.

Responsibilities and Duties

Part-Time Administrative Support for Pet Importation (CDC Requirements)

We are seeking a detail-oriented and flexible part-time administrative professional to assist with the importation of pets into the USA from rabies-endemic countries. This role will primarily involve handling all CDC import requirements and ensuring compliance with regulations.

Key Responsibilities:

• CDC Import Permit Application: Apply for the necessary import permits through the CDC website on behalf of pet owners.
• Quarantine Facility Coordination: Book CDC-approved quarantine facilities for pets entering the USA.
• Documentation Management: Handle all required paperwork, including rabies vaccination certificates, titer test results, and other supporting documents required for entry at specific ports of entry. Ensure all documentation is accurate and submitted on time.
• Data Entry: Enter lead information into our customer relationship management system accurately and efficiently. You will also be given projects requiring you to enter data on certain spreadsheets.
• Answering Phones: This assistant will also help with answering incoming phone calls to provide basic assistance to customers and other administrative tasks as assigned.

This assistant will be part of the team that prepares highly detailed documents to ensure the safe and legally compliant transport of pets that we move both domestically and internationally.

Qualifications and Skills

• 1-2 years or more of demonstrated administrative experience in an office setting that requires a high degree of detail is preferred. Previous coordination with government bodies is a plus.
• This role will experience increased hours due to our busy summer season, so the ideal candidate should be prepared for a fluctuating workload.
• Strong organizational skill and the ability to manage multiple tasks and meet deadlines in a fast-paced and deadline-oriented setting
• Exceptional communication skills, both verbal and written
• Bachelor’s degree from an accredited college required
• High degree of accuracy and efficiency with large volume of projects
• Enthusiastic personality with passion for pets
• Proficient in the Microsoft Office suite of particularly Outlook, Excel
• Typing speed of 50 wpm required

Compensation:

• THIS IS AN HOURLY POSITION PAYING $20-22 per hour

We are walking distance from the Darien train station. Please submit your resume with a cover letter indicating your availability Monday through Friday. We are a casual dress workplace.

No phone or visits calls, please.

Job Types: Part-time, Temporary

Pay: $20.00 - $22.00 per hour

Schedule:

• Monday to Friday

Education:

• Bachelor's (Required)

Work Location: In person

Salary : $20 - $22