Job Overview
We are seeking a dependable, organized, and professional Office Assistant to support the day-to-day operations of our office. The ideal candidate is friendly, energetic, detail-oriented, and comfortable interacting with clients while handling administrative responsibilities.
The Office Assistant will be responsible for maintaining an organized and welcoming reception area, assisting clients, managing phone calls and appointments, maintaining client files, and providing general administrative support to the attorneys and office staff.
Responsibilities
Front Office & Client Services
- Maintain a clean, organized, and welcoming reception area.
- Manage front desk duties, including greeting visitors, answering multi-line phone systems, and providing excellent customer service.
- Perform data entry tasks with accuracy using spreadsheets and productivity software, ensuring all records are up-to-date.
- Handle clerical responsibilities such as filing, proofreading documents, and word processing to support daily operations.
- Coordinate appointments, schedule meetings, and organize office supplies to maintain an efficient workspace.
- Greet clients and visitors in a professional and friendly manner.
- Ensure clients complete all required intake forms and paperwork.
- Answer incoming phone calls and direct calls to the appropriate staff member.
- Check office voicemails regularly and return client phone calls as needed.
- Provide excellent customer service and maintain a professional and positive attitude when interacting with clients, attorneys, and staff.
Scheduling & Administrative Support
- Schedule appointments for attorneys and maintain accurate appointment calendars.
- Assist with general administrative tasks and office operations.
- Occasionally retrieve client folders and files from the office archive.
- Create new client files, matters, and contacts in Clio.
- Maintain accurate and organized electronic and physical client records
- Assist with office management tasks including maintaining office equipment, managing inventory, and supporting administrative projects.
- Communicate effectively with clients and team members via phone and email, demonstrating professional phone etiquette and client communication skills.
- Support other administrative functions as needed, including typing correspondence, organizing files, and providing customer support.
- Proven office experience with strong computer literacy and technical proficiency in Microsoft Office (Word, Excel) and productivity software.
- Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
- Strong communication skills, both verbal and written, with a focus on professional phone communication and customer service.
- Payments & Financial Recordkeeping
- Occasionally process and record credit card and/or debit card payments in Clio.
- Record cash payments accurately and provide clients with a receipt.
- Ensure payment information is entered accurately and promptly.
Document & File Management
- Scan documents and upload them to the appropriate client's matter in Clio.
- Organize and maintain client files and documents.
- Ensure documents are properly filed and easily accessible when needed.
Ideal Candidate
- Familiarity with multi-line phone systems, front desk operations, and office management best practices.
- Personal assistant experience or previous administrative roles will be considered an asset. Join us to be part of a vibrant team dedicated to excellence in office support! This paid position offers the chance to grow your administrative expertise while contributing to a positive workplace environment.
Work Schedule
The regular schedule will be one of the following:
- 8:30 AM–4:30 PM, or
- 9:00 AM–5:00 PM
Pay: $17.00 - $20.00 per hour
Benefits:
Work Location: In person
