Administrative Legal Assistant Front Office

We are seeking a detail-oriented and proactive Administrative Assistant to serve as the face of our law office and provide vital support to our Legal & Tax Teams. In this role, you'll be the first point of contact for clients, handle client interactions, manage office operations, coordinate appointments, oversee case files, and assist with legal and tax document preparation. If you have law firm experience, strong communication skills, exceptional organizational abilities, and experience in customer service or legal administration, we want to hear from you! Responsibilities :

• Facilitate communication between our customers and team to ensure customer satisfaction
• Oversee online and print marketing efforts
• Strengthen existing abilities and gain new ones by participating in training opportunities
• Purchase office equipment when appropriate
• Create and implement data entry protocols to streamline processes and increase productivity Client-Focused Tasks :
• Act as the first point of contact by answering calls and greeting visitors, ensuring a warm and professional environment.
• Follow up with potential new clients before and after initial consultations to ensure all necessary documentation and engagement materials are provided and received.
• Interact with clients to build relationships through phone, email, and in-person; schedule appointments and meetings, ensuring clear communication of expectations.
• Schedule and maintain appointments for clients and prospects, coordinating with team calendars to ensure deadlines are met.
• Assist in the onboarding process for new clients, including preparing engagement agreements and collecting necessary documentation.
• Maintain consistent and effective communication with clients to update them on appointments, deliverables, and firm expectations. Legal Support Tasks :
• Maintain and organize the firm’s calendar to track statutory deadlines, court appointments, and tax filings.
• Coordinate with the IRS, courts, and administrative agencies to manage schedules for hearings, motions, and appearances. Administrative Tasks :
• Ensure office systems, calendars, and records are organized and reflect up-to-date information.
• Manage incoming mail by sorting, scanning, and routing it appropriately.
• File and organize documents within client files and sub-files to maintain an orderly system.
• Make copies and scan documents.
• Organize client files and ensure all correspondence, including voicemails and emails, are documented accurately.
• Handle office correspondence such as letters, emails, and thank-you notes.
• Oversee post-engagement activities and close files. Qualifications :
• History of being deadline-driven and extremely organized
• Navigates computer programs with ease to provide a quick front-desk experience for customers
• Customer service, bookkeeping, or administrative experience is preferred
• Shows great interpersonal skills and excellent written communication
• High school diploma or GED required
• Previous experience as a legal secretary, administrative assistant, or in a legal support role is required, preferably within a law firm dealing with tax or similar specialized legal practice.
• High ethical standards and the ability to handle sensitive or confidential information with discretion and maintain strict confidentiality in all aspects of client, firm, and cases.
• Experience managing client relationships and handling confidential information.
• You must demonstrate advanced proficiency in Microsoft Office Suite.
• Familiarity with legal document management systems and case management software is preferred.
• Experience with billing software and basic accounting principles for managing invoices and accounts receivable is preferred.
• Knowledge of legal terminology, document formats, and procedures relevant to tax law and general legal practice.
• Ability to draft, format, and prepare legal and tax documents accurately.
• Proactive problem-solving abilities to address and resolve office and client-related issues.
• Excellent verbal and written communication skills to interact effectively with clients, court officials, and internal teams.
• Strong organizational and time management skills to handle multiple tasks and deadlines efficiently.
• Detail-oriented to accurately manage files, calendar dates, and legal documentation.
• Strong interpersonal skills for building client relationships and effectively communicating with various stakeholders.
• Ability to work collaboratively in a team and independently with minimal supervision.
• Flexibility to adapt to changing priorities and new responsibilities as your role evolves. Compensation : $43,000 yearly
• Client-Focused Tasks :
• Act as the first point of contact by answering calls and greeting visitors, ensuring a warm and professional environment.
• Follow up with potential new clients before and after initial consultations to ensure all necessary documentation and engagement materials are provided and received.
• Interact with clients to build relationships through phone, email, and in-person; schedule appointments and meetings, ensuring clear communication of expectations.
• Schedule and maintain appointments for clients and prospects, coordinating with team calendars to ensure deadlines are met.
• Assist in the onboarding process for new clients, including preparing engagement agreements and collecting necessary documentation.
• Maintain consistent and effective communication with clients to update them on appointments, deliverables, and firm expectations.Legal Support Tasks :
• Maintain and organize the firm’s calendar to track statutory deadlines, court appointments, and tax filings.
• Coordinate with the IRS, courts, and administrative agencies to manage schedules for hearings, motions, and appearances.Administrative Tasks :
• Ensure office systems, calendars, and records are organized and reflect up-to-date information.
• Manage incoming mail by sorting, scanning, and routing it appropriately.
• File and organize documents within client files and sub-files to maintain an orderly system.
• Make copies and scan documents.
• Organize client files and ensure all correspondence, including voicemails and emails, are documented accurately.
• Handle office correspondence such as letters, emails, and thank-you notes.
• Oversee post-engagement activities and close files.

Compensation : 43,000 per year

Salary : $43,000