Administrative Assistant

Administrative Assistant – Mediation & Arbitration Office

Location: 1377 Motor Parkway, Suite 204, Islandia, NY, and 300 Old Country Road, Suite 341, Mineola, NY.

Position Type: In-person administrative role

We are seeking a dependable, organized, and customer-focused Administrative Assistant to join our mediation and arbitration offices. This position plays an important role in supporting daily operations, communicating with parties, coordinating matters, preparing documents, and helping ensure that mediations and arbitrations run smoothly from start to finish.

The ideal candidate will have strong communication skills, excellent attention to detail, the ability to multitask, and a professional phone and email manner. This is a great opportunity for someone who enjoys administrative work, client interaction, and being part of a busy professional office environment.

Responsibilities

· Answer incoming calls and make outgoing calls courteously and professionally.

· Communicate with parties by phone and email regarding pending mediation and arbitration matters.

· Assist with scheduling, confirmations, mediator information, reminders, and follow-up communications.

· Perform intake and data entry for new matters.

· Prepare and process mediation and arbitration agreements, post-mediation reports, advance deposit requests, invoices, and confirmations.

· Follow up with parties to obtain executed agreements and required documentation.

· Confirm mediation and arbitration dates and send submission reminders.

· Send Zoom links, assist with Zoom hosting, and assist with breakout rooms.

· Update and create Excel spreadsheets for scheduled mediations, approvals, and client-specific tracking.

· Use case management, scheduling, billing, Dropbox, Adobe, and PDF tools to support daily office operations.

· Make follow-up calls regarding overdue invoices.

· Send follow-up emails and thank-you communications to parties using our services.

Qualifications

· Strong customer service, phone, and email communication skills.

· Excellent organizational skills and the ability to multitask in a fast-paced office setting.

· Professional, reliable, and detail-oriented work style.

· Comfortable following up on pending items and managing confidential and time-sensitive information.

· Good computer skills, including Microsoft Office Suite and general office software.

· Experience with scheduling, billing, document management, Dropbox, Adobe, and PDF files preferred.

· Knowledge of Zoom, including sending links, assigning hosts, and using breakout rooms.

· Case management or legal practice management software is a plus.

Position Details

· In-person administrative position.

· Must be willing to work in both Islandia and Mineola office locations.

· Salary dependent on experience and qualifications

About the Role

This role is best suited for someone personable, accurate, dependable, and comfortable handling confidential and time-sensitive matters. The successful candidate will be an important part of our administrative team and will help provide professional service to parties, mediators, lawyers, and office staff.

Interested candidates are encouraged to apply with a current resume, cover letter, and salary requirements.

Pay: $20.00 - $30.00 per hour

Work Location: In person

Salary : $20 - $30