Office Administrator

Bartoli Cain Law is seeking an Office Administrator who will oversee the general management of the firm’s operations. This individual is the face, voice, and backbone of Bartoli Cain Law and will have contact with hundreds of people on the firm’s behalf -- both existing and potential clients, attorneys, litigation assistants, court personnel, vendors and consultants. As a member of a small team with an important mission, the position requires a high degree of flexibility and cooperation with others as well as the ability to work independently. As a valued contributor to the overall success of the firm, this individual is expected to make recommendations to ensure that the firm maintains its posture as a thoughtful innovator and that its resources are used economically.

This opportunity would be a great fit for someone considering a career in law, a recent paralegal graduate, or an experienced office coordinator with a passion for operational excellence in a legal, medical, accounting, or consulting practice arena. 

Responsibilities include :

General administration including anything and everything required to ensure the smooth and efficient functioning of an organization that is focused on customer service – answering incoming calls, greeting visitors, scheduling appointments and calls, monitoring/ordering supplies, coordinating vendors, overseeing travel/expenses, and other duties as assigned. 

Management of Potential Client Inquiries including interviewing and managing all intake activities, including drafting correspondence.

Legal Assistance including facilitating ongoing communication with existing clients, attorneys, and courts and assisting with case activities.

Facilities management including management of office equipment and supplies as well as oversight of the firm’s considerable investment in its technology infrastructure and systems (complementing our outside information systems support team).

Job Tasks and Responsibilities:

General Administration

• Handle the majority of incoming phone calls, greet clients, and serve as a point of contact for visitors.


• Schedule appointments and conference calls.


• Monitor inventory and order supplies.


• Request and coordinate service calls when necessary for office equipment

Case Management / Legal Assistance

• Manage intake procedure for potential clients, including conducting initial interviews and tracking status of all inquiries.


• Communicate with clients, attorneys, court personnel and vendors to obtain and publish case information as needed including.


• Track and update case logs, create tracking mechanisms and systems as required. 


• Maintain extensive electronic and physical files, including organization of medical records, pleadings, correspondence, emails, telephone calls, faxes, etc.


• Draft general and potential-client correspondence and file pleadings with courts as requested.

Facilities and Equipment Management

• Purchase and conduct inventory for office supplies and equipment.


• Manage off-site storage of records.


• Troubleshoot minor computer, software, and telecommunications problems.


• Serve as a point of contact for IT consultants in the advent of larger technical problems.

Job Requirements, Skills, and Attributes:

Requirements

• Bachelor’s degree required.


• Must be familiar with Microsoft Office Suite and general printer, copier, computer and internet systems. Experience with Time Matters (or other time-keeping system), Adobe Photoshop and LexisNexis Total Practice Advantage helpful.


• Familiarity with and experience working in a law office preferred, but not required.


• Knowledge of or interest in medical and dental terminology helpful.  

Skills

• Excellent communications skills including verbal and written communications.


• Interpersonal and social skills including ability to work well with all constituencies – clients, vendors, and co-workers.


• Finely tuned time-management and organizational skills.


• Willingness and ability to learn new software and technology applications.

Attributes

Successful applicants should:

• Be energetic and demonstrate a "can-do" attitude.


• Be detail oriented and able to complete time-sensitive tasks promptly and thoroughly while multi-tasking.


• Deal with people in a manner which shows sensitivity, tact and professionalism.


• Be able to work both independently and in a team setting under pressure.

Our office is located in the Firehouse Square Office Building in Old Town Alexandria. Hours are generally 9am-6pm with occasional overtime. During trial periods, daily and weekend overtime is likely. Writing samples and personal references will be required. All offers will be contingent upon references. A background check and screening will be completed on all final applicants. 

Interested? Please submit a resume and cover email!