Receptionist/Administrative Assistant - Estate & Probate Law

Job Description

Job Description

Receptionist/Administrative Assistant Rockstar

 

Are you passionate about helping people?

 

Can you enthusiastically connect with people in person and over the phone?

 

Have you learned how to ask for appointments from people that have called you and shown a strong interest in the company you work for?

 

Do you have the desire to follow up with people that need help?

 

Can you imagine going to work every day knowing that you're making a positive difference?

 

Had the satisfaction of working for one of the most respected law firm in SWFL?  

 

…….if you answered YES, then we are looking for you!

 

Job Description

At Safe Harbor Law Firm we help families protect what matters most through personalized estate planning and elder law services. Our mission is to bring clarity, confidence, and peace of mind to every client we serve. With offices in Bonita Springs, Naples, and Fort Myers, we’re passionate about guiding families through life’s important transitions with care, compassion, and expertise. 

When our prospective clients call us for help, they're often going through an emotionally difficult period. Our Receptionist & In-take Team provide our potential clients the ultimate experience. It requires the right combination of communication skills, empathy, and ability to ask and clarify the situation.

The Receptionist/Administrative Assistant supports both our 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. This position requires punctuality, organization, and a calm presence that helps clients feel comfortable and supported from the moment they walk in.

Schedule

• Work Hours: 8:30 AM – 5:00 PM, Monday through Friday
• Location: FNaples (with occasional travel for tasks coordinated across 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 their 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.  
  • Support purging and archiving of inactive files as directed.

• 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 at all times.
  • 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.
  • Assisting with witness duties during client signings.
  • Preparing invoices or collecting payments, only when needed.
  • Coordinate with the marketing team for office events, workshops, or team meetings (e.g., folder prep, 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 is critical and good ethical character is essential
  • Love connecting with people Love connecting with people · 
  • Passionate about helping othersAbility to manage multiple tasks in a fast-paced environment
  • Treats a 4:30 call on Friday with the same care and compassion as one on Monday morning

Bonus Qualifications:

·      Professional office experience of at least 2-5 Years

·      Inbound sales experience is a plus 

·      Experience in Intake for other law firms

 

Benefit Details:

·      Healthy base salary 

·      2 weeks PTO to start!

·      Retirement 401K matching up to 4%!!

·      Top notch Health, Dental, and Vision Insurance

Additional Benefits of Working at Safe Harbor Law Firm:

At Safe Harbor Law Firm we focus on everyday people who care about their families through easy-to-understand education. We explain what they have, why they have it, and how it is helping them both during their lifetime and after they pass. We do what we say. We keep our promises. We don't take shortcuts. Each member of our team taking an important role in helping protect our clients and their families for generations.  We are a firm where people are excited about what they do and who they work with. A place where leadership inspires and promotes people to become the best version of themselves both personally and professionally.   Our dedicated team is the core or what we do.