Administrative Assistant

We are seeking a friendly, professional, and highly organized Front Desk Administrative Assistant to serve as the first point of contact for our clients, visitors, and callers. This is a hands-on position involving client service, scheduling, file preparation, wire verification, mail management, and general administrative support. The Front Desk Administrative Assistant works closely with the attorney and the rest of the Firm’s team to ensure clients receive a welcoming and professional experience and that daily office operations run smoothly. This position requires excellent communication skills, careful attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-moving environment. Benefits Annual raise and bonus structure. Paid time off. Paid holidays. 401(k) contribution equal to 3% of annual salary. Health Reimbursement Arrangement through Take Command Health. Responsibilities: Reception and Client Service Answer and professionally direct incoming telephone calls. Greet clients and visitors arriving for appointments, consultations, closings, and document signings. Provide general customer service and answer routine questions concerning the Firm’s processes, appointments, and office procedures. Direct legal questions and matters requiring professional judgment to the appropriate attorney or team member. Maintain a professional, welcoming, and organized reception area. Assist clients and visitors with basic needs while they are in the office. Scheduling and Calendar Management Schedule consultations, meetings, closings, and other appointments for the attorney. Manage the attorney’s calendar and availability. Confirm appointments and communicate scheduling information to clients and other participants. Coordinate mobile notaries and provide them with the necessary scheduling and signing information. Monitor calendars for scheduling conflicts and communicate potential issues promptly. File Preparation and Administration Assist with opening and preparing new residential closing and legal files. Gather and organize documents and information needed to establish new client matters. Accurately enter client, property, and matter information into the Firm’s applicable software systems. Scan, organize, and properly save documents in accordance with the Firm’s file-management procedures. Administratively close all completed Firm client files, including confirming that required documents have been scanned, saved, and properly organized. Maintain accurate electronic and physical records and protect confidential client information. Wire Verification and Transaction Support Verify wire instructions for residential closings and engagement-related payments in accordance with the Firm’s written wire-fraud prevention and verification procedures. Accurately document completed wire verifications. Promptly report discrepancies, suspicious communications, or unsuccessful verification attempts to the appropriate team member. Follow all Firm security procedures relating to financial information and confidential client data. Mail and Shipping Receive, sort, scan, and distribute incoming mail. Prepare and process outgoing mail and FedEx or USPS shipments. Track time-sensitive or important shipments and maintain applicable delivery records. Route checks, original documents, and other important materials to the appropriate team member promptly. Client Follow-Up and Review Requests Send review requests to clients after matters have been completed. Monitor responses and maintain records of review requests. Assist with other routine post-matter client communications as directed. Communicate client feedback or concerns to the appropriate team member. General Office Support Provide general administrative assistance to the attorney and Firm team. Help maintain clean, organized, and client-ready conference rooms, reception areas, and shared office spaces. Monitor office supplies and coordinate or assist with ordering replacements as needed. Assist with printing, scanning, copying, document assembly, and other routine administrative tasks. Assist other team members with reasonable administrative needs during periods of high activity. Help ensure daily office operations remain organized, professional, and efficient. Qualifications: Prior administrative, receptionist, customer-service, or professional-office experience is preferred. Experience in a law firm, title company, real estate office, financial institution, or other professional-services environment is strongly preferred. Excellent written and verbal communication skills. Friendly, polished, and professional demeanor. Exceptional attention to detail and commitment to accuracy. Strong organizational, time-management, and follow-through skills. Ability to manage telephone calls, visitors, schedules, and administrative assignments simultaneously. Sound judgment and the ability to handle confidential client and financial information with discretion. Ability to follow detailed procedures, particularly those involving wire verification and information security. Proficiency with Microsoft Office, email, calendars, scanners, and general office technology. Experience with legal practice-management or real estate closing software is preferred. Ability to work collaboratively while taking individual ownership of assigned responsibilities. Dependable attendance and punctuality. Willingness to assist with responsibilities outside the position’s routine duties when reasonably needed to support the Firm and its clients. Compensation: $35,000 - $40,000 yearly

• Reception and Client Service • Answer and professionally direct incoming telephone calls. • Greet clients and visitors arriving for appointments, consultations, closings, and document signings. • Provide general customer service and answer routine questions concerning the Firm’s processes, appointments, and office procedures. • Direct legal questions and matters requiring professional judgment to the appropriate attorney or team member. • Maintain a professional, welcoming, and organized reception area. • Assist clients and visitors with basic needs while they are in the office.Scheduling and Calendar Management • Schedule consultations, meetings, closings, and other appointments for the attorney. • Manage the attorney’s calendar and availability. • Confirm appointments and communicate scheduling information to clients and other participants. • Coordinate mobile notaries and provide them with the necessary scheduling and signing information. • Monitor calendars for scheduling conflicts and communicate potential issues promptly.File Preparation and Administration • Assist with opening and preparing new residential closing and legal files. • Gather and organize documents and information needed to establish new client matters. • Accurately enter client, property, and matter information into the Firm’s applicable software systems. • Scan, organize, and properly save documents in accordance with the Firm’s file-management procedures. • Administratively close all completed Firm client files, including confirming that required documents have been scanned, saved, and properly organized. • Maintain accurate electronic and physical records and protect confidential client information.Wire Verification and Transaction Support • Verify wire instructions for residential closings and engagement-related payments in accordance with the Firm’s written wire-fraud prevention and verification procedures. • Accurately document completed wire verifications. • Promptly report discrepancies, suspicious communications, or unsuccessful verification attempts to the appropriate team member. • Follow all Firm security procedures relating to financial information and confidential client data.Mail and Shipping • Receive, sort, scan, and distribute incoming mail. • Prepare and process outgoing mail and FedEx or USPS shipments. • Track time-sensitive or important shipments and maintain applicable delivery records. • Route checks, original documents, and other important materials to the appropriate team member promptly.Client Follow-Up and Review Requests • Send review requests to clients after matters have been completed. • Monitor responses and maintain records of review requests. • Assist with other routine post-matter client communications as directed. • Communicate client feedback or concerns to the appropriate team member.General Office Support • Provide general administrative assistance to the attorney and Firm team. • Help maintain clean, organized, and client-ready conference rooms, reception areas, and shared office spaces. • Monitor office supplies and coordinate or assist with ordering replacements as needed. • Assist with printing, scanning, copying, document assembly, and other routine administrative tasks. • Assist other team members with reasonable administrative needs during periods of high activity. • Help ensure daily office operations remain organized, professional, and efficient.

Compensation:
$35,000-$40,000 per year