Description:
Main Tasks & Responsibilities
- Perform day to day front desk operations (greeting clients, answering phones, logging and scanning mail, filing, faxing, making copies, replenishing and ordering supplies).
- Providing general office support to paralegals and attorneys including answering and responding to phone calls, scheduling meetings and appointments as needed, confirming appointments, and maintaining client files.
- Packaging and preparing filings for submission depending on type of case and destination. May include copying, scanning, collating, mailing, and preparing express courier labels.
- Responding to client inquiries, investigating case status, and following up.
- Identifying and making recommendations on changing needs and resource allocations and order supplies as needed.
- Assisting with mailings and going to post office daily or as needed.
- Maintaining lobby, watering office plants, processing mail, and other general administrative duties and clerical support.
- Maintaining a clean, safe and secure office working environment.
- Coordinating vendor services (janitorial, delivery, phones, IT, etc.).
- Updating and maintaining client and prospective client database and communications.
- Facilitating communication of information within the firm.
- Managing incoming and outgoing correspondence and client calendar.
- Inputting and updating client data into customized databases.
- Registering attorneys and paralegals for events, conferences, and trainings.
- Managing Fee Agreements and Payments.
- Creating New Matter Memo within 24 hours of receipt of Fee Agreement and Payment.
- Ensuring intakes are scanned and filed daily.
- Ensuring intakes are followed up monthly. If client is not reached, follow-up will be scheduled 2 days later.
- Ensuring that intakes are moved to electronic case file when new case is opened.
- Responding to inquiries received through website and chat within 4 hours.
- Creating physical case files upon receipt of NMM approval.
- Manage storage and destruction of closed client files.
- Coordinate card signing and birthday cake for staff birthdays
Experience Required
- Customer Service oriented.
- Problem solver.
- Self-starter.
- Fluency in both English and Spanish, spoken and written.
- Knowledge of basic office equipment and computer skills.
- Valid driver’s license and proof of insurance.
- Professional phone manners and procedures.