ADMINISTRATIVE ASSISTANT

Job Description

Job Description

POSITION SUMMARY:

The Administrative Assistant plays a vital role in ensuring smooth and efficient daily operations while upholding the highest standards of client service. Acting as the central point of coordination within the office, this individual is expected to be dependable, personable, punctual, and assertive. Key responsibilities include managing client interactions, routing calls, processing mail, and maintaining organized and accurate data systems. The Administrative Assistant is instrumental in facilitating a professional environment that consistently meets or exceeds client expectations.

RESPONSIBILITIES:

CLIENT RELATED SERVICES

• Serve as the first point of contact for clients, ensuring a professional and welcoming experience.
• Documents all in-office visits following the process and procedures.
• Answering and routing incoming calls to the appropriate department.
• Filter client calls by identifying urgent matters and following the call escalation process.
• Responsible for returning missed calls and assigned callbacks provided by the Manager.
• Responsible for retrieving voice messages left on Main Lines.
• Handles each call with a positive, helpful attitude while being thorough in concise.
• Assist with client referrals and ensure timely follow-up to maintain strong relationships and continuity of service.
• Support business development efforts by attending events, distributing materials, and helping build a positive public presence for the firm.
• Assist with posting content to all social media sites.
• Assist with creating digital marketing, promotional material, and advertisements while ensuring brand consistency.
• Assist with coordinating company marketing efforts, conferences, union events, golf outings, company events etc.

OFFICE ADMINISTRATION

• Processes all incoming and outgoing mail & packages via USPS, UPS and FedEx.
• Fax and scan client documents in accordance with company procedures.
• Collecting and routing hand-delivered packages.
• Inventory management of office supplies, cleaning supplies, marketing supplies, etc. will be responsible for notifying management of supplies that require replenishing.
• Maintaining the cleanliness of the office waiting area, lobby, and other public areas.
• Completing assignments and tasks provided by the manager as needed.

DATA ENTRY

• Maintain strict confidentiality of client records and sensitive information in accordance with firm policies and legal regulations.
• Categorize and upload incoming documents into the client’s matter, ensuring correct document type classification and creation of corresponding task(s).
• Complete client file requests in a timely and organized manner.
• Transfer legal documents and client files to/from USB drives or CDs as needed, ensuring proper labeling, security, and documentation.

REQUIREMENTS:

• Minimum 1-2 years of administration experience
• 1-year experience in a call center environment preferred
• Provides a clean, polished, and professional appearance
• Proficient in relevant computer applications
• Excellent level of experience with the use of a computer and general office equipment such as printers, scanners, and copy machines
• Knowledge of customer service practices and principles
• Excellent data entry and typing skills
• Committed to providing quality service in relation to organization's mission
• Superior listening, verbal, and written communication skills
• Ability to handle stressful situations appropriately
• Ability to modify and adapt to improvements within the organization
• Ability to operate in a high-paced environment with a composed sense of urgency
• Excellent time management and organizational skills
• Bilingual/ Spanish speaking (Required)
• High school diploma or equivalent (Required)

PHYSICAL DEMANDS & WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Physical Demands :

While performing the duties of this job the employee is frequently required to sit, stand, walk, talk, hear, bend, stoop, and have finger, hand, and arm dexterity.

Work Environment :

This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. We are a paperless work environment utilizing E-fax, Vonage Application, the Microsoft Office Suite package, & Smart Advocate legal database software.