Administrative Assistant

About Us: We are the largest privately owned legal support services firm in Georgia. We have an excellent reputation in the legal community which is matched with our excellent office culture. We proudly placed in ABC's Best Places to Work for four years and placed first in the medium-sized business category in 2020. We strive to keep our quality, reputation, and culture as we grow.

Role Description: We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The Admin Assistant will support key administrative functions across various departments, ensuring smooth operations and efficient use of office resources. The ideal candidate is proactive, adaptable, and able to handle multiple priorities with ease. This role plays a key part in supporting management and staff by handling crucial daily tasks and special projects.

Responsibilities:

• Supply Orders: Make purchases for supply order requests in a timely manner, considering pricing, materials, and existing vendor relationships to ensure cost-effectiveness and quality.
• Mail Processing: Manage the daily sorting, distribution, and handling of incoming and outgoing mail, ensuring timely delivery and appropriate routing.
• Office & Facility Management: Oversee cleaning crews, restock supplies, and manage conference room scheduling and maintenance. Ensure employee snack areas are well-stocked and shared spaces are clean. Handle facility tasks, including changing air filters and light bulbs, scheduling deep cleans, and maintaining office equipment.
• Payment Processing & Collections Support: Process check payments for both companies with a high level of accuracy. Assist with collections efforts on accounts with outstanding balances.
• IT Support: Assist IT in troubleshooting and resolving technical issues, including phone systems, software, hardware, and network connectivity, while coordinating user support requests.
• Onboarding Support: Assisting in the onboarding process by preparing new hire paperwork, setting up workstations, and ensuring a smooth orientation process.
• RB Database Duplicate Management: Monitor and manage duplicate entries within the RB database through the message center, ensuring accurate and up-to-date records.
• Marketing Support: Assist with social media posts, internal communications, or newsletters as needed.
• Compliance: Assist with ensuring the office complies with required certifications, including yearly business licenses and other legal requirements.
• Emergency Management: Ensure the office is equipped to handle emergencies. Serve as the point of contact for calling first response teams in case of emergencies, ensuring timely action when required.
• Event Coordination: Arrange spaces for sales, team-building, and other office functions. Handle purchases and ensure all required items are prepared for a successful gathering.
• MBO Management: Assist in the management and tracking of team goals, ensuring that targets are clearly defined and progress is monitored.
• Human Resource Support: Assign monthly training to employees, answer questions on new procedures, and assist with HR-related projects as needed.
• Expense Tracking & Reporting: Monitor department spending and track budgets. Prepare financial reports and assist with cost control efforts.
• Special Projects: Providing administrative assistance on specific projects, which could involve research, report preparation, or cross-departmental collaboration.
• Additional Responsibilities: Take on additional responsibilities and projects as needed to support the overall goals of the organization.

Qualifications:

• 2-5 years of experience in an administrative role, ideally in a legal or corporate setting
• Experience with computer setup, troubleshooting, and technology support is preferred.
• Exceptional organizational and time management skills
• Strong communication skills with the ability to interact across all levels of the company
• Proficiency with Microsoft Office and Google Suite
• Attention to detail and ability to handle multiple priorities efficiently
• Strong problem-solving skills and analytical abilities

Benefits:

• Health, dental, and vision insurance coverage.
• Retirement savings plan.
• Professional development opportunities.
• A positive and collaborative work environment.

Work Setting:

• In-Person at the Atlanta, GA (Chamblee area) Location
• Typically works a 9 AM - 5 PM schedule, but may occasionally need to adjust hours to come in earlier or stay later to assist with client needs or events. These adjustments will be coordinated with the manager as needed.

As an equal opportunity employer, Gallo Legal Services does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, age, veteran status, disability or genetic information, gender identity, gender expression or any other characteristic protected by law in its employment.