Front Office Assistant

Law Office of Michelangelo Mortellaro, P.A. has an employment opportunity available for a full-time Front Office Assistant. The hours for this position are 8:30 a.m. – 5:00 p.m.

Position Overview

Our firm is seeking a professional and highly organized Front Office Assistant to serve as the first point of contact for clients and potential clients. This position plays a critical role in the firm's daily operations and focuses heavily on managing incoming calls, coordinating client intake, and assigning matters to the appropriate case managers and attorneys.

This role also provides hands-on exposure to estate planning processes, including assisting with document execution as a witness and learning to draft basic advance directive documents under supervision.

The ideal candidate is detail-oriented, personable, and capable of managing a high-volume call environment while maintaining accuracy, professionalism, and excellent client service.

Key Responsibilities

Call Management and Client Intake

• Answer and manage a high volume of incoming calls in a professional and efficient manner.
• Identify client needs and direct inquiries to the appropriate team member, including attorneys and case managers.
• Follow firm protocols for scheduling consultations.
• Ensure all prospective client calls are properly handled and routed in accordance with firm procedures.
• Provide general information about firm services without offering legal advice.

Matter Creation and Coordination

• Create new matters within the firm’s case management system to the appropriate attorney based on practice area.
• Ensure proper categorization, documentation, and status updates in the system.
• Coordinate with internal departments to facilitate a smooth transition from intake to case management.
• Monitor and follow up on unassigned or pending matters to ensure timely handling.

Document Execution and Drafting Support

• Attend client signing appointments and serve as a witness for estate planning documents in accordance with firm procedures.
• Assist in ensuring documents are properly executed, including coordination with notaries when necessary.
• Learn to prepare and draft basic advance directive documents, including Durable Power of Attorney, Health Care Surrogate, and Living Will, under supervision.
• Assist with preparing documents for scheduled signing appointments.

Administrative Support

• Enter and maintain accurate client information within the firm’s case management system.
• Upload and route incoming documents to the appropriate department.
• Maintain detailed and accurate notes regarding client interactions.
• Assist with scheduling and calendar coordination as needed.

Client Experience

• Provide a professional and welcoming experience for all clients and visitors.
• Communicate clearly and effectively with clients, demonstrating professionalism and discretion.
• Handle sensitive information with confidentiality and care.

Work Environment

This position operates in a fast-paced, team-oriented law firm environment with a high volume of client interaction. The role requires consistent communication with attorneys, case managers, and administrative staff to support efficient firm operations.

Required Skills:

Customer service experience

Excellent written and oral communication

Microsoft Word, Outlook, document management and file management software application experience preferred

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative Assistants & Receptionists: 1 year (Required)

Work Location: In person

Salary : $19 - $20