Office Assistant

Konare Law, a boutique law firm specializing in removal proceedings and immigration cases, is seeking an Office Coordinator to join our growing team. The Office Assistant will play a crucial role in supporting the administrative functions of the firm, ensuring smooth operations and efficient communication within the office.

Working for Konare Law:

Join Our Vision, Experience the Benefits

Health & Wellness

• Health Insurance: Weve got you covered! 90% of your premium is on us.
• Vision & Dental: Your sight and smile matter. Enjoy 100% paid coverage.
• Disability Coverage: Both short-term and long-term disability insurance are fully covered.

Financial Security & Growth

• 401K Benefits: Thinking of the future? We match dollar for dollar up to 4%.

Nourish & Celebrate

• Friday Lunches: End your week right! Lunch is on us every Friday.
• Festive Holidays: At least 10 holiday days to rest and celebrate.
• Fun Activities: Bond and enjoy with your colleagues throughout the year.

Legal Resources & Training

• Comprehensive Libraries & Subscriptions: LexisNexis, AILA Library, Practice Law Institute (PLI), Law360, Best Practice, Master Series, PLI Wednesday, & Master Class
• Exceptional In-House Training: Our training for Legal Assistants stands unmatched. We ensure youre always ahead in your field.

The Office Assistant is responsible for ensuring exceptional customer service is delivered to potential and current clients, as well as assisting with administrative and financial duties which include the accuracy of all contract agreements and quotes. Manage phone calls, the firms calendar, and ensure that our clients get the support and assistance they need.

Responsibilities Front Desk & Client Communication

• Manage all incoming calls on a multi-line phone system, directing callers to the appropriate departments.
• Monitor and forward voicemails to ensure timely follow-up by the appropriate team members.
• Serve as the first point of contact for clients, visitors, and vendors, delivering a welcoming and professional experience.
• Provide exceptional customer service to all visitors and callers, maintaining a positive and helpful demeanor.

Administrative & Office Support

• Handle all incoming and outgoing mail, email correspondence, and deliveries.
• Maintain the front office area to ensure it is clean, organized, and fully stocked with necessary supplies.
• Open and close the front office daily and support general office functions as needed.
• Assist with managing office supply inventory in coordination with the administration team.

Scheduling & Records Management

• Schedule and coordinate meetings, consultations, and appointments.
• Update client records with payments, balances, and contact information to ensure accuracy and compliance.
• Support management and staff with various administrative tasks and special projects.

Client Retention & Contract Management

• Quote potential clients after consultations in alignment with firm guidelines.
• Create, review, and maintain all retainer agreements to ensure accuracy and consistency.
• Facilitate the preparation, negotiation, and execution of client contracts.
• Collect retainer down-payments at the time of client onboarding.
• Maintain communication with quoted but unretained clients on a 30-day follow-up cycle.

Finance & Billing Support

• Process invoices and assist in tracking expenses and departmental budgets.
• Ensure updates to billing records and client financial data are recorded accurately and confidentially.

Confidentiality & Compliance

• Maintain strict confidentiality and professionalism in all client interactions and recordkeeping.

The firm reserves the right to modify or add duties as necessary to meet business needs.

Qualifications

• Self-motivated and proactive, with the ability to work independently and collaboratively in a team environment.
• Strong interpersonal and communication skills to effectively interact with clients, attorneys, and team members.
• Demonstrated ability to thrive in a fast-paced, dynamic setting while maintaining attention to detail and organization.
• Proven track record of excellence in professional roles and a genuine passion for client service.
• Strong customer service orientation with a positive, solution-focused approach.
• Willingness to cross-train and support various administrative or operational functions as needed.

Requirements

• High school diploma or equivalent required; additional education or certifications preferred.
• Minimum of 2 years of experience in a professional office setting.
• At least 2 years of customer service experience required.
• 1 year of accounting or billing experience preferred.
• Bilingual proficiency in English and Spanish required; Portuguese proficiency is a plus.

Additional Information:
Konare Law participates in E-Verify to confirm the employment eligibility of all newly hired employees.