Careers

​Position Summary:
This is one of the most important roles in our team. This is the first person our clients and prospective clients meet.
 

Telephone Duties:

• Back-up respond to assist with answering telephone (by second ring)

• Assist callers and clients with information regarding services of the firm

• Reschedule consultations if needed.

• Refer to Intake Coordinator or Elder Care Coordinator, if expanded intake needed

• Screen calls and if necessary, direct calls to appropriate staff members.

• Return calls or direct calls promptly by the end of the day.

• Candidate should have familiarity with remote voice mail, conference calls, setting up alternative greetings in case anyone needs assistance.

• Other duties as assigned

 

Administrative Duties:

• Maintain cordial relations with other personnel, clients and vendors

• Respond to incoming client and employee requests, needs, concerns, suggestions, etc.

• For strategy sessions or signings, gather client file/materials needed for the meeting and provide to attorney.
   

Office Administration Duties:

• Back-up for processing income/outgoing mail based on AEL paperless process

  • For incoming mail relating to client matters - date stamp, scan into the matter in proper folder in AS matter and send email to paralegal and place paper in paralegal in mailbox

  • For income mail relating to AS bills and client checks, these items are to be delivered to Office Manager unopened immediately; Date-stamp envelope.

• Prepare Federal Express | UPS Overnight deliveries and ensure picked up by end of day (or deliver to overnight pickup if required).

• Handle incoming and outgoing facsimiles (so that proof of sending is saved to legal matter) and income facsimiles are scanned into matter and then attorney/paralegal are notified of delivery.

• Process returned green Certified Mail Cards so that items are scanned in and saved to client matter.
   

Client Administrative Duties:

• Maintain and update all client contact information in internal records, when opening files, always note referral source, related financial advisors, doctors (if applicable) and accountant.

• Prepare initial consultation/welcome packets

• Open physical/electronic files with a prospective client retains our services.

• Sort, scan, and file information for prospective cases that DO NOT retain our services.

• Send out non-engagement letters

• Compose and mail personal notes, Sympathy Process
   

Administrative Support to Lawyers, Paralegals & Elder Care Coordinators:

• Back up to Estate Planning Coordinator to include printing, preparation and processing and assembly of binders for Estate Planning documents post signing appointment

• Assists paralegals with scanning in closed files.

• Provide administrative support to attorneys regarding scheduling and rescheduling appointments, following up on emails, correspondence, and phone calls, etc.

• Basic administrative duties, correspondence, forms and attachments as may be needed by attorney/paralegal.

• Assist in transition to paperless office (scanning mail/documents upon receipt)

• Courthouse Filings once per week or if emergency (involves travel)

• Initial Consultation assistance with copying/scanning client asset info.
   

Miscellaneous & Special Projects:

• Perform special projects and other duties as assigned

• Update library periodicals

• Distribution of weekly/monthly professional journals

• Responsible for Marketing support including: Event prep, calendaring, Seminar prep list and folder assembly
   

Job Qualifications:

• Some college, degree preferred, or equivalent combination of education and experience.

• High attention to detail and above average organizational skills

• Excellent customer service skills

• Possess excellent communication skills, both verbal and written

• Ability to multi-task and establish priorities

• Advanced technical knowledge and experience with case management program helpful

• Familiarity with financial products, prior banking or bookkeeping experience is a plus

• Effective use of all Microsoft Office and general software is essential