What are the responsibilities and job description for the Client Service Coordinator or Office Administrator position at Safe Harbor Law Firm?
Safe Harbor Law Firm seeks an experienced Administrative Assistant preferably with background in the field of estate, trusts and probate full time per in our Naples office located at 4500 Executive Dr. The ideal candidate must have a strong willingness to learn, be a self-starter and team player, with excellent verbal, written and interpersonal skills, and a high level of organization, attention to detail and professionalism.
YOU WILL NEED A MINIMUM 3 YEARS OFFICE ADMINSTRATION EXPERIENCE TO BE CONSIDERED.
DO NOT APPLY IF YOU HAVE NO PREVIOUS OFFICE ADMINSTRATION EXPERIENCE.
WE ARE NOT LOOKING TO HIRE AN ENTRY LEVEL CANDIDATES.
Responsibilities :
- Answering incoming phone calls and assisting or delegating accordingly
- Scheduling and Calendar Management for the three office locations
- Keeping track of your hours / tasks and accomplishments on a company electronic calendar
- Works closely with marketing coordinator on weekly and monthly marketing and client and prospect outreach
- Attorney / Client Liaison
- Ensuring all client calls / emails are handled timely and professionally
- Communication with attorney regarding all client compliments and / or concerns
- Organization of waiting area and conference rooms
- Support Estate Planning Attorneys :
- Drafting letters and correspondence, sending invoices.
- Client File Creation and Document Management
- Filing, scanning, creating manual files as well as e-file
- Daily client meeting preparation
- Preparing binders of client documents
- Assisting in Client Trust Funding Process
- Train to learn complete client trust funding process.
- Joins funding manager or attorney at the signing meeting to review issues of funding for the specific plan.
- Fee Collection
- Management of client payment to be processed by accounting
- Check requests and deposits
- Additional duties include : Answering phones and routing calls; Sorting and distribution of mail; Scanning and filing; and opening and closing the office. Must become a notary public within the first 30 days.
- Strong Interpersonal Communication Skills
- Possess Initiative, adaptability
- Must be exceptional on the phone
- Ability to build rapport with clients
- Must be organized
- Experience in accounting or with quickbooks a plus
- Experience with Enterprise resource system a plus.
- Can-Do” attitude
- Previous experience in customer service, sales, or other related fields
- Ability to prioritize and multitask
- Positive and professional demeanor
- Excellent written and verbal communication skills
- Ability to multitask
- Strong attention to detail
- Self starter, independent
- Enthusiastic support of our mission – at Safe Harbor Law Firm “It’s All About Family!”
Requirements / Qualifications
Must be intelligent, self-motivated, adaptable and have an upbeat, positive and persuasive personality. Must be conscientious & friendly and able to handle an ever changing schedule and priorities. You must also have excellent verbal and written communication skills and strong active-listening skills. In addition you must be computer literate with Microsoft office products and the use of a smartphone. Specific qualifications include :
Salary : $23 - $30
