What are the responsibilities and job description for the Legal Receptionist/Administrative Assistant position at Haynes Law Group, P.A.?
Overview
Please provide a cover letter to be considered for the position.
We are a growing real estate law firm seeking a dynamic and organized Legal Receptionist/Administrative Assistant to join our legal team. This vital role combines front desk responsibilities with comprehensive administrative support, ensuring smooth daily operations within a busy legal environment. The ideal candidate will be energetic, detail-oriented, and possess excellent communication skills, with the ability to manage multiple tasks efficiently. Bilingual proficiency is highly preferred to serve a diverse client base effectively. This paid position offers an exciting opportunity to develop your administrative and client service skills within a professional setting dedicated to excellence.
There is room for promotion to a case worker/legal assistant.
Duties
- Greet clients, visitors, and vendors warmly and professionally at the front desk, providing exceptional customer service and clear directions.
- Manage multi-line phone systems, answer inquiries promptly, and direct calls accurately using proper phone etiquette.
- Handle incoming and outgoing correspondence, including emails, faxes, and postal mail, ensuring timely distribution and follow-up.
- Maintain organized filing systems—both physical and electronic—using tools like Google Workspace and Microsoft Office applications.
- Perform data entry tasks with accuracy, including updating client records, scheduling appointments, and managing calendars for attorneys and staff.
- Assist with clerical duties such as proofreading documents, preparing legal forms, and managing Word processing tasks efficiently.
- Support office management activities including supply inventory, bookkeeping using QuickBooks, and basic bookkeeping tasks like invoicing and expense tracking.
- Coordinate client communication efforts by managing appointments, follow-ups, and ensuring prompt response to inquiries.
- Provide general administrative support as needed to ensure the office runs smoothly in a fast-paced legal environment.
Skills
- Bilingual fluency in English and another language to enhance client communication and team collaboration.
- Strong office management skills combined with excellent organizational abilities to prioritize tasks effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) along with Google Workspace tools for document creation and collaboration.
- Demonstrated computer literacy with experience in data entry, filing systems, and general clerical functions.
- Exceptional customer service skills with a professional demeanor at the front desk and over the phone.
- Knowledge of multi-line phone systems and proper phone reception techniques to handle high call volumes efficiently.
- Attention to detail for proofreading documents and maintaining accurate records; quick typing skills are essential.
- Experience with office software such as QuickBooks for bookkeeping tasks; familiarity with calendar management tools is a plus.
- Strong time management skills to juggle multiple priorities while maintaining professionalism under pressure.
- Prior personal assistant or administrative experience in a legal or professional setting is highly desirable for success in this role.
Join us in this engaging role where your organizational talents will support our legal team’s success while providing outstanding service to clients!
Pay: $18.00 - $25.00 per hour
Benefits:
- 401(k)
- Paid time off
Work Location: In person
Salary : $18 - $25