What are the responsibilities and job description for the Legal Administrative Assistant position at Patel Law Group?
We are a boutique law firm specializing in real estate and business transactions seeking a dedicated and organized Legal Administrative Assistant to join our team. The ideal candidate will provide essential support to attorneys and staff, ensuring efficient office operations and high-quality service to clients. This role requires excellent attention to detail, strong communication skills, and the ability to multitask in a fast-paced environment.
Key Responsibilities
- Maintain polite and professional communication via phone, e-mail, and mail
- Anticipate the needs of others in order to ensure their seamless and positive experience
- Manage transactional team desk phone taking messages when necessary and answering basic client questions
- Provide real-time scheduling support by booking appointments and preventing conflicts
- Monitor attorney(s) calendars and schedule teleconferences / meetings between multiple parties
- Process departmental mail daily which may include scanning mail, processing payments, forwarding mail to clients
- Manage billing and collections process for multiple attorneys : time entry, drafting invoices, collecting and applying payments, answering client billing-related questions, making calls to remind clients, and initiating formal correspondence and demand letter requests
- Proficiency with our firm’s technology platforms : Clio, NetDocs, Lawmatics, Office Suite, Litera Change-Pro, and Adobe Acrobat
- Manage new client intake process : draft and send engagement letters, input client information into file database and case management software, collect retainers if applicable
- Scan and organize client documents as requested
- Maintain and update databased and tracking systems : Set up matters in Lawmatics, once ready to sync, sync to Clio, and then sync to NetDocs
- Transmit and obtain documents using eSignature management platforms, ie. DocuSign
- Create estate planning binders as needed or requested
- Accomplish organization goals by accepting ownership for accomplishing new and different requests, exploring opportunities to add value to job accomplishments
- Use computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research as needed
- Notarize documents as needed
- Cover front desk / main phone line to relieve office receptionist as needed
- Greet and assist visitors as needed when receptionist is not available
- Complete special projects as assigned by attorneys or paralegal team
Qualifications / Experience
Working Conditions
This position is based in our office and may require occasional overtime to meet deadlines. The Real Estate and Business Legal Administrative Assistant will work closely with attorneys, support staff, and clients in a collaborative and fast-paced environment. If you are passionate about Real Estate and Business law, possess the required skills and experience, and are ready to contribute to a dynamic legal team, we encourage you to apply for this exciting opportunity.
Schedule
Compensation
Commensurate with market depending on experience. Discretionary annual bonus.
Benefits
Medical, Dental, Vision, Basic Life Insurance, 401k, Paid Vacation
