Receptionist Office Administrator
- Greeting clients and visitors as needed by following organizational instructions.
- Review calendar first thing in the morning and confirm all consultations have their times confirmed, are covered by legal insurance or have otherwise paid their consultation fee, profiles made, notes and contact info readily available and prepared.
- Check and review incoming mail and fax.
- Accept all Incoming calls as able.
- Return calls and voice messages within the hour.
- Create Clio profile while scheduling a consultation.
- MetLife: Intake, eligibility review, scheduling meeting, meeting confirmation, in office room reservation, zoom link creation and delivery.
- Legal Shield: Review member status, Intake if able to accept referral. scheduling meetings, meeting confirmation, in office room reservation, zoom link creation and delivery.
- Court: estate, special proceedings, and probates - follow up emails and calls directly to clerks at court. Become familiar with points of contact at courts for case type.
- Client follow ups:
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- Engagements agreements that have gone unsigned;
- Outstanding estate questionnaires;
- Probate signature request;
- Disengagements and request for reviews (Vital)
- Schedule estate signings, confirm witness’s, reserve room, Complete and send NCSOS forms by mail - obtain check if needed, create Estate Binder or folder, coordinate pick up of documents once complete. Legal Staff will file ROD Docs for now.
- Follow up with client to obtain Consent to Withdraw. If consent is refused or otherwise fails follow up with court for scheduling and coordination of Motion and Order to withdraw. Legal Staff will draft the motion and order.
- Private pay estate documents. Follow up after one (1) year of complementary storage of estate plan. Take payment for continued storage, schedule calendar events for yearly follow up with clients.
- Private pay estate documents. Follow up after one year of complementary storage of estate plan. If Client wants to pick up their second copy or have it destroyed - a signed affidavit from our templates will need to be signed by the client at the time of pick up. Schedule.
- Scheduling 1-2-1s for Attorney and Paralegal networking
- Scheduling of Hearings: including but not limited to - confirmation of scheduling with client, court coordinators, and opposing party / counsel.
- Take filed documents provided by office legal staff and serve by appropriate means: Certified mail; Service by Sheriff; Standard mail; Overnight; and tracking requirements met, obtain check if needed.
- Obtain proof of service and add proof client files. Report to legal staff for filing proof of service if required.
- Scanned files to new Office Assistant email by printer to be put away before end of each day.
- Clear outgoing mailbox each day, update mail log accordingly. Log mail activity in Clio.
- Make trips to UPS for mailing, printing, and promotional materials
- Court pick up and drop off for Adoption and E/SP filings.
- Confirm receipt of all current client messages and inquiries (even if unable to answer) as soon as possible.
- Update Attorney on status of beverage and amenities refilled, office supplies and such.
- Confirm scheduling of speaking events and event task coordinated by staff
- Potential 3rd Witness for estate signings as needed once LW and HCPOA is more automated through intake / updated questionnaire.
- Maintain the firm’s office environment and ensure efficient workflow.
- Perform additional tasks as needed to support the legal team and clients.
- Attend business-adjacent events such as Business Networking International (“BNI”), gun shows, speaking engagements, or other event hosted, attended, or otherwise sponsored by the Employer.
- Assisting with and making trial binders and estate binders
- Computer skills: Windows, Microsoft Office, Adobe Acrobat, Google Calendar, Calendly, Gmail, Clio, Typing 50 at WPM, Ring Central
- Photocopying, scanning, and filing
- Lift and move up to 40 pounds
- Ability to go up and down stairs
- Optional Notary, will provide training if needed
- Optional Foreign language: Spanish preferred
