Office Administrator

Job Description

Job Description

Jarvis Law Office, P.C. | [Office Location], Ohio (In-Office) | Full-Time | Non-Exempt (Hourly)

Be the Friendly, Organized Heart of Our Office

For more than 20 years, Jarvis Law Office, P.C. has helped Ohio families protect what matters most through estate planning, elder law, and long-term care planning. We are looking for a warm, organized Office Administrator who loves keeping things running smoothly and making every visitor feel welcome.

In this role, you will support our Client Services Coordinators, Paralegals, Mailing Coordinator, and Marketing Team with day-to-day tasks, correspondence, mailings, and special projects. You will also greet clients and guests in person and by phone, creating a positive first impression of our firm. You will report to the Client Service Supervisor.

What You Will Do

Client & Visitor Experience

• Greet clients and visitors with a professional, friendly first impression and help them feel comfortable.
• Support our Receptionist by answering, screening, and directing incoming calls, taking messages, and answering basic questions about the firm.
• Follow up with prospective clients who do not yet have a next appointment scheduled.
• Keep the lobby, reception area, and conference rooms neat, clean, and ready for clients.

Team & Office Support

• Support Client Services Coordinators, Paralegals, the Mailing Coordinator, and the Marketing Team with daily, weekly, and monthly tasks.
• Draft and review correspondence and emails.
• Coordinate meetings and phone conferences, participate in meetings, and take meeting minutes.
• Scan and save client documents to client files.
• Keep ActionStep up to date, making sure appointments, calls, messages, and correspondence are entered in the correct client matter.
• Manage and update the client management system for marketing events.
• Follow up with team members on outstanding items, next steps, and client tasks.
• Review files before closing to make sure all tasks are complete.
• Help open and close the office, including doors, lights, and security systems.
• Run business errands and assist with special projects as directed.

Mailings & Marketing Support

• Run print jobs for upcoming mailings.
• Operate the folder, inserter, and sealing machine to prepare marketing mailings.

Please note: This is a non-attorney role and does not provide legal advice to clients.

What You Bring

• High school diploma or equivalent.
• Prior experience as an Office Assistant or Office Administrator.
• At least 6 months of customer service experience.
• At least 6 months of experience with Microsoft Office.
• A warm, professional presence in person and on the phone.
• Strong organization and the ability to juggle priorities and follow projects through to completion.
• A proactive, team-first attitude.
• Experience in a law office or with ActionStep is a plus, but not required.

Why Join Jarvis Law Office

• Meaningful work:  Help seniors and their families feel welcome and cared for during some of life's most important decisions.
• Variety:  No two days are the same, from greeting clients to supporting mailings, events, and special projects.
• A supportive team:  Work alongside a dedicated team that values client service, collaboration, and one another.
• A benefits package that supports you:  We invest in the health, financial security, and well-being of our team with a comprehensive benefits package that includes major medical, dental, and vision coverage; a 401(k) with employer match; and competitive paid time off.

Jarvis Law Office, P.C. is an Equal Opportunity Employer. We welcome applicants of all backgrounds and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.