Receptionist/Administrative Assistant - Estate & Probate Law

Benefits 401(k) 401(k) matching Competitive salary Dental insurance Free uniforms Health insurance Paid time off Job Overview Safe Harbor Law Firm provides personalized estate planning and elder law services. The Receptionist / Administrative Assistant supports client‑facing and internal operations teams by maintaining a polished office environment, ensuring seamless daily routines, and providing administrative assistance to attorneys and team members. Schedule Work Hours: 8:30 AM – 5:00 PM, Monday through Friday Location: Naples (with occasional travel to Bonita Springs and Fort Myers offices) Roles & Responsibilities Front Office & Client Experience Open the office daily and prepare reception, meeting rooms, and common areas for the workday. Greet all clients and visitors warmly, ensuring they are comfortable while waiting for appointments. Confirm initial meetings and follow up on client attendance or reschedules. Manage client check‑in and check‑out procedures. Document Handling & Scanning Handle scanning of client documents at check‑out and support purging and archiving of inactive files. Administrative & Weekly Office Duties Restock forms and client materials throughout the week. Prepare initial meeting folders and workshop folders as scheduled. Manage mail runs and post‑office drop‑offs (1–2 times per week). Maintain supply inventory and communicate replenishment needs to the Operations Manager. General Office Support Keep reception and conference areas organized, stocked, and welcoming. Support other departments as needed to ensure client matters progress smoothly. Report any equipment, facility, or scheduling issues promptly to the Operations Manager. Miscellaneous Support the Intake team by answering overflow calls and scheduling initial meetings or confirming appointments when lines are busy. Assist with witness duties during client signings. Prepare invoices or collect payments when needed. Coordinate with the marketing team for office events, workshops, or team meetings (e.g., folder preparation, sign‑in sheets, refreshments). Participate in ad hoc administrative projects as assigned by leadership. Maintain flexibility to support attorneys or team members in time‑sensitive matters. Required Soft Skills Honesty and strong ethical character. Passion for helping others and connecting with people. Ability to manage multiple tasks in a fast‑paced environment. Treats all client interactions with care and compassion regardless of time of day. Bonus Qualifications Professional office experience of at least 2–5 years. Inbound sales experience is a plus. Experience in intake for other law firms. Additional Benefits Healthy base salary. 2 weeks paid time off to start. Retirement 401(k) matching up to 4%. Health, dental, and vision insurance. #J-18808-Ljbffr