Legal and Tax Administrative Assistant / Front Desk Coordinator

Job Description

Job Description

Job Summary

We are seeking a dynamic and detail-oriented Legal and Tax Administrative Assistant to join our professional team. This role offers an opportunity to support legal and tax operations while providing exceptional front desk and administrative support.

This person will be the first point of contact for clients by telephone and in person while also providing administrative support for legal, estate-planning, probate, business, real estate closings, tax, and accounting matters. The ideal candidate is friendly and polished, attentive to detail, comfortable managing multiple priorities, and committed to following every assignment through to completion.

Primary Responsibilities

• Answer incoming telephone calls promptly and professionally.
• Determine the nature and urgency of each call and route it appropriately.
• Take complete and accurate telephone messages.
• Greet clients and visitors and maintain a professional reception area.
• Schedule and confirm client appointments, telephone conferences, and Zoom meetings.
• Coordinate calendars and help prevent scheduling conflicts.
• Respond courteously to routine client questions without providing unauthorized legal or tax advice.
• Maintain appropriate communication with clients regarding appointments, documents, deadlines, and matter status.
• Prepare conference rooms and client materials for meetings.

Legal Administrative Support

• Open new client matters and assist with client-intake procedures.
• Coordinate document signing appointments and help assemble execution packages.
• Communicate professionally with clients, financial institutions, accountants, and other professional offices as directed.
• Maintain strict confidentiality concerning all client and firm information.

Tax and Accounting Administrative Support

• Assist with the annual tax-season intake process.
• Receive, scan, organize, and securely save client tax documents.
• Track missing information and follow up with clients regarding outstanding documents.
• Assist with appointment scheduling and workflow management during tax season.
• Communicate with clients regarding administrative matters, filing status, signatures, payments, and document delivery.

General Office Administration

• Process incoming and outgoing mail, deliveries, scanning, copying, and filing.
• Enter and update client information accurately in the firm’s software systems.
• Provide general administrative support to attorneys, accountants, paralegals, and other staff.

Qualifications

• At least two years of administrative experience in a professional office is required.
• Prior experience in a law firm, accounting firm, financial-services office, medical office, or other confidential professional environment is strongly preferred.
• Excellent telephone manner and client-service skills.
• Strong written communication, grammar, spelling, and proofreading abilities.
• Proficiency with Microsoft Outlook, Word, Excel, Adobe Acrobat, email, electronic calendars, scanning, and document-management systems.
• Ability to learn client-management software.
• Ability to maintain confidentiality and exercise sound judgment.
• Florida notary commission is preferred but not required.
• High school diploma required; additional education or professional training is highly preferred.

Personal Qualities and Work Ethic

The successful candidate will be:

• Warm, patient, and professional with clients.
• Dependable, punctual, and consistently prepared for work.
• Highly organized and attentive to detail.
• Calm and courteous when clients are anxious, frustrated, or facing sensitive legal or tax matters.
• Comfortable answering phones and working at the reception desk throughout the day.
• Able to manage interruptions without losing track of assignments.
• Proactive about identifying what needs to be done.
• Disciplined about documenting calls, calendaring deadlines, and following up.
• Able to distinguish urgent matters from routine matters.
• Capable of working independently while remaining part of a collaborative team.
• Respectful of professional boundaries and careful not to provide unauthorized legal or tax advice.
• Discreet and trustworthy with confidential financial, legal, medical, and family information.
• Committed to completing assignments rather than leaving unresolved items.

Qualified candidates should submit a résumé and a brief explanation of their prior experience and why they believe they would be a good fit for our firm.

We are committed to fostering an inclusive workplace that values your skills and dedication while supporting your professional growth.

We are a law office specializing in Tax, Real Estate and Contract Law, Estate Planning and Probate.

Company Description

We are a law office specializing in Tax, Real Estate and Contract Law, Estate Planning and Probate.