Training Administrative Assistant

Job Description

Job DescriptionDescription:

Position Summary

Mobius Institute is seeking a detail-oriented and dependable Training Administrative Assistant to support daily operations while delivering exceptional customer service to our students and clients. This role plays a key part in maintaining efficient administrative workflows, supporting students, and ensuring timely order fulfillment, communication, and coordination across departments.

Key Responsibilities

• Manage student and customer communications via email and phone in a professional, responsive, and customer-focused manner
• Perform informal and formal needs assessments to recommend tailored solutions for customers
• Answer customer service emails and phone calls, addressing questions related to courses, orders, materials, and general inquiries
• Maintain consistent communication with students and customers to ensure a positive experience and strong relationships
• Pack and ship online orders using FedEx, ensuring accuracy and timely delivery
• Monitor and maintain the CRM system (HubSpot) for organization and reporting
• Maintain and manage inventory of books and student supplies
• Reorder materials and supplies through approved vendors as needed
• Process and ship student exams to the certification department
• Provide general administrative support, including data entry, scheduling, and document preparation
• Collaborate cross-functionally with accounting, sales, marketing, operations, and business development teams to ensure seamless customer support and order fulfillment
• Stay up to date on Mobius Institute’s products, courses, and services to effectively support student and customer needs

Requirements:

Qualifications

• Associate’s degree or equivalent combination of education and work experience
• Strong organizational and time-management skills
• Excellent written and verbal communication skills with a customer-first mindset
• Ability to manage multiple tasks in a fast-paced environment
• Ability to identify, troubleshoot, and resolve customer issues efficiently, escalating concerns as needed to ensure timely resolution
• Ability to handle sensitive student and customer information with discretion and confidentiality
• High attention to detail, particularly with inventory, shipping, and customer records
• Comfortable working independently and collaboratively in a hybrid setting
• Proficiency with email, data entry, order processing systems, and basic office systems (Microsoft Office Products)
• Experience with upkeep of CRM systems
• Experience working with learning management systems (LMS) or online training platforms

Preferred Qualifications

• Previous administrative and/or customer service experience
• Experience working in an educational or professional training environment
• Familiarity with shipping platforms such as FedEx
• Experience supporting customers across multiple departments or workflows

Work Environment & Expectations

• Based in Lee County, with reliable transportation to and from our Fort Myers, FL office
• Must have a suitable work-from-home setup with reliable internet for hybrid days
• Work cross-functionally with Operations, Marketing, Accounting, and Business Development to support company goals
• Flexible scheduling as needed on hybrid days
• Must have valid work authorization
• Must be able to lift up to 40 lb boxes for shipping
• Must be able to sit or stand and work at a computer for extended periods
• Bilingual (fluent in Spanish) ideal for customer service calls and emails