Administrative Assistant/Receptionist

Job Description

Job Description

Plaintiff Employment Law Firm seeking a highly organized, professional, and client-focused Administrative Assistant to join our firm. This position is an important part of the firm's day-to-day operations and serves as a key point of contact for clients, prospective clients, referring attorneys, and the firm's legal team. The ideal candidate will be personable and professional, highly organized, detail-oriented, and comfortable managing confidential client information. The position requires excellent communication skills, strong follow-through, and the ability to coordinate multiple matters while providing exceptional client service.

Key responsibilities will include the following:

Reception & Office Administration

• Answer and direct incoming telephone calls in a professional and courteous manner.
• Greet clients and visitors and provide a welcoming, professional first impression of the firm.
• Manage incoming and outgoing correspondence, mail, and other office communications.
• Perform general administrative duties and provide support to attorneys and staff.
• Maintain organized and accurate electronic and physical files.
• Assist with data entry and administrative tasks related to accounts payable.
• Make daily bank deposits and maintain appropriate records of deposits and related transactions.

Client Intake & Client Retention

• Serve as a primary administrative point of contact for clients throughout their representation.
• Schedule consultations and meetings between prospective clients, existing clients, and attorneys.
• Coordinate attorney-client meetings, telephone conferences, and other appointments.
• Follow up with prospective clients and assist with the administrative process of converting new matters into active representations.

New Client & Matter Setup

• Assist with onboarding new clients and opening new matters.
• Prepare and coordinate retainer agreements for new clients at the direction of attorneys.
• Track execution and receipt of retainer agreements and other required client documents.
• Coordinate the collection and organization of new-client information and documentation.

Referring Attorney Coordination

• Assist with the preparation and coordination of referring attorney agreements.
• Communicate with referring attorneys regarding administrative matters and documentation.

Document Production & Attorney Coordination

• Communicate with clients to coordinate the collection and production of documents requested by attorneys.
• Organize and track documents received from clients.
• Coordinate the transfer of client documents and information to the appropriate attorney or staff member.

Settlement & Disbursement Support

• Contact clients to obtain necessary information and documentation required to process settlement disbursements.
• Coordinate with attorneys and staff regarding settlement disbursement status.
• Handle sensitive financial and client information with discretion and confidentiality.

Qualifications

• Previous experience in a law firm, professional office, legal administration, or client services preferred.
• Excellent verbal and written communication skills.
• Professional, courteous, and compassionate demeanor when communicating with clients.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple matters and prioritize competing deadlines.
• Strong follow-up skills and ability to see tasks through to completion.
• Ability to handle confidential client, financial, and legal information with discretion.
• Comfortable communicating with clients, attorneys, referring attorneys, vendors, and other professionals.
• Proficiency with computers, email, Microsoft Office, and standard office software.
• Ability to learn and utilize the firm's case management and document-management systems.

Compensation & Benefits

• $25.00 per hour
• Full HMO medical insurance
• HMO Dental insurance
• Life insurance
• 401(k) with employer matching
• 10 vacation days per year
• 7 sick days per year

The Ideal Candidate

The successful candidate will be someone who takes pride in providing excellent client service, is comfortable communicating with people during potentially stressful circumstances, and understands the importance of accuracy, confidentiality, and follow-through in a legal environment. This position is well suited for someone who enjoys being the organizational hub of a busy law office and wants to play an active role in supporting clients from their initial contact with the firm through the representation and settlement process.

\nCompany Description

Our law firm is a plaintiff-side litigation firm specializing in employment law and personal injury actions. We handle cases in state and federal court, in arbitration, and handle appeals at all levels.

Company Description

Our law firm is a plaintiff-side litigation firm specializing in employment law and personal injury actions. We handle cases in state and federal court, in arbitration, and handle appeals at all levels.