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Licensing Administrative Assistant in Portland, OR at Envista Forensics

Date Posted: 1/4/2019

Job Snapshot

Job Description


The Licensing Administrative Assistant maintains records, compiles information, and submits the necessary forms in order to keep the firm and consultants licensed. Ensures the timely submission of materials to state agencies in order to obtain licenses promptly and efficiently. The incumbent is often responsible for confidential and time sensitive information and must demonstrate familiarity with the organization’s operations.


  • Maintains records, compiles information, and submits the necessary forms in order to keep the firm and consultants licensed. Ensures the timely submission of materials to state agencies in order to obtain licenses promptly and efficiently.
  • Serves as the team point of contact in dealing with logistics and licensing, while ensuring compliance with all regulations and requirements. 
  • Answers telephones, transfers calls, and responds to inquiries; provides information to callers within scope of understanding and responsibility. Takes new assignments from clients. Assists engineers with communication and correspondence regarding status checks from clients.
  • Creates new opportunity entries within Client Relations Management (CRM) system. Files and documents setup for all new potential projects. Provides informational proposals and estimated cost agreements to clients. Updates, enhances and maintains CRM (computer database) information regarding names, titles, locations, personal information, etc.
  • Creates new opportunities to matter transitions and project document setup within CRM system.
  • Maintains and reviews project documentation; reviews files following the completion of a loss to ensure all pertinent documentation is captured.
  • Composes electronic and hard-copy business memos, reports and correspondence as requested. Proofreads documents for accuracy. Prepares, files, and manages electronic and hard-copy documents, using various software applications as required. Follows established policies and procedures related to the disclosure of information, including proprietary or otherwise confidential information.
  • Receives and sorts incoming mail as directed, including UPS and FedEx deliveries and notifies recipients as necessary.
  • Schedules internal conference space as requested; assists in procuring audio-visual equipment and materials, ordering meals and refreshments, and carrying out various clerical duties to facilitate effective meetings and presentations.
  • Schedules inspections for engineers by contacting the insured and/or adjuster to plan onsite inspections.
  • Organizes logistics for all projects including but not limited to shipment setup, employee/contractor travel arrangements, and vendor coordination.
  • Posts employees’ time, expenses, billing entries including pro formas and finalization of invoices.
  • Maintains the necessary office/warehouse supplies and refreshments and re-orders supplies in a timely manner; keeps office or break-room supplies well-organized and readily accessible; suggests improvements to inventory process and vendor pricing and relationships as indicated.
  • Stays abreast of office and company policies, procedures, and practices; participates in ongoing training and development as assigned or approved to assure knowledge and skills remain current and comprehensive.
  • Functions as an effective member of the team, assisting co-workers as needed and learning from colleagues and supervisors; supports the goals of the department, division, and organization; participates in special assignments and activities as required or approved; demonstrates initiative in the interest of the client and the organization.
  • Upholds the values of Cor Partners and the culture espoused by Our Foundation, consistently demonstrating professionalism, integrity and the highest standards of ethical behavior and professional conduct; conducts oneself in a manner that reflects favorably on the organization. Maintains the confidentiality of proprietary and sensitive information, exercising sound judgment and discretion in any disclosure of information related to Cor and its endeavors.
  • Adheres to all applicable federal, state, and local laws as well as applicable regulations and standards.


Job Requirements


Demonstrates thorough skill set in, or demonstrates ability to quickly master, a variety of office software, including Microsoft Office Suite (including, but not necessarily limited to Word, Excel, PowerPoint, Outlook, Publisher, SharePoint, and Access). Skilled in use of internet for business research purposes; excellent transcription and keyboarding skills (including speed and accuracy); sound written and oral business communication skills, including formatting and preparation of memoranda, letters, and reports; basic mathematical skills; diplomacy; fine and  gross motor skills, as well as mental requirements, to operate of standard office equipment, including personal computer, multi-line office telephone system and wireless communication and computing devices, photocopiers and scanning devices, audio visual equipment, and other routine equipment; time management, prioritization, and organizing skills; excellent interpersonal, customer service, and problem-solving skills; demonstrates teamwork, compassion, and respect toward others in keeping with Our Foundation as well as integrity, accountability and adherence to standards of ethical behavior and professional conduct, open and honest communication, and a commitment to continuous improvement and professional development.

Above duties, skills, and responsibilities may be added, decreased, or changed to accommodate the company’s requirements.


Work is generally performed in a typical office environment, with some time spent within a warehouse environment.  Limited exposure to harsh weather conditions, loud internal or external noise, fumes, or significant temperature changes. Occasional overnight travel in a work capacity may be required.

Flexibility of an on call schedule to consist of monitoring incoming emails and project setups.


Lift and carry up to 50 lbs.; frequent standing, sitting, walking, and bending; kneeling, reaching, and stooping; handling office equipment; periodic driving may be required; visual acuity to prepare and read detailed hard copy and electronic documents; ability to speak and to hear the spoken word in normal face-to-face and telephonic business communications.