Administrative Assistant

FRONT DESK ADMINISTRATIVE DUTIES - Pay 38k.

Warmly greet visitors by name so they feel welcomed and know you were expecting them and explain what will happen next

Present new prospects with firm welcome folder

Ensure reception area is clean, clutter-free, refreshments restocked, lamps & lights on and ready for visitors

Ensure conference room is tidy and stocked between each use - dust and organize table, push in chairs, return paperclips, dispose trash

Ensure phones and text messaging are managed professionally and effectively.

Answer all calls by the 3rd ring and arrange for back-up if busy or not available

Ask probing questions to determine next step - schedule appointments, transfer calls, or take messages

Set proper expectations on when calls will be returned - if a team member cannot meet the deadline, reset expectations with caller

Respond to texting inquires - same day

Ensure appointments and calendars are managed professionally and accurately. When scheduling appointments, reconfirm next steps and what clients should expect

Email welcome/intake form - immediately after scheduling

Text appointment reminders - day before

Track appointments wanting sooner date and work to fill cancellations

Track cancellations and follow up until they reschedule (1, 3, 6, 12 months touchpoints)

Ensure office communication is clear and timely.

Distribute phone messages and mail - in a timely fashion

Communicate status updates with clients or team members as needed - make sure next steps and expectations are clear and there are no surprises for anyone

Manage office correspondence including thank you notes, 3-year review letters, calls, emails, and text reminders:

Thank you email with PDF attachments - after final signing

Text review request - after final signing

3-year review letters and follow-up calls - monthly

Thank you note/gift to referral sources - upon hiring

Birthday cards to clients - monthly

Sympathy cards for deaths - as aware

Ensure information in all firm databases is accurate and updated.

Create new contact records or matters for each appointment - confirm data is accurate, where each lead came from (web, referral, etc.)

Enter updates to database - as received

Log new clients in binder

Ensure workflow and office management systems are done accurately and consistently.

Prepare consultation file folder - every day for next day's appointments

Provide support with data entry, filing paperwork, photocopying, scanning, etc.

Prepare estate planning binders so that all tabs and information pages are in the binders

Manage, refill office supplies, and notify when supplies are low

Ensure documents are drafted accurately and legal workflow is timely.

Prepare initial drafts of estate plans

Confirm spelling of names and missing information with client

Prepare initial drafts of successions on a case-by-case basis, per file opening instructions

Prepare estate planning binders for client signings

Mail file and e-file succession pleadings and real estate transfers with courts