Shupe Dhawan Hiring for Office Assistant at Fort Lauderdale, FL, United States Full Time

Description

We’re looking for an enthusiastic, professional administrative assistant to join our team! You’ll play a crucial role as the face and first point of contact for our organization.

Other responsibilities include answering phone calls and emails, making travel arrangements, scheduling emails, managing mail and deliveries, and other assignments as needed to ensure efficient business operations.

Job seekers should take pride in their work, be passionate about helping others, and have an interest in growing with our organization.

If this sounds like you, apply now!

Responsibilities

• Answer phone calls and emails to act as a liaison between clients and staff members to improve customer retention and referral rates
• General administrative assistance to the managing partner as needed
• Calls to clients when hiring the firm and during and after the firm’s engagement to check in with clients periodically
• Schedule prospects and potential clients for initial consultations and meetings with the legal team
• Firm marketing in various forms such as sending client gifts, thank you notes, possibly social media, etc.
• Help constantly improve the client experience through consistent communication
• Do basic data entry and office support tasks such as mail, postage, FedEx, and scanning
• Handle special projects for the firm as assigned by the supervisor
• Copying, scanning, etc as needed
• Complete client intake and open files in client billing and case management systems
• Manage office supplies
• Keep the conference room and kitchen clean and stocked with supplies
• Organize company trips and handle employee travel itineraries to ensure off-site events go well
• Make appointments for employees and ensure the calendar is current and correct
• Complete other administrative duties as needed such as data entry, paperwork, photocopying, etc.
• Welcome fellow employees, clients, and visitors when they enter the building and give them any pertinent information or directions
• Handle deliveries and manage incoming and outgoing mail

Qualifications

What skills and experience you’ll need :

• Prior experience in customer service, client relations, or a similar field is also required
• Contact with the public, professionals, potential new clients, and clients is an essential job function
• Prior experience with copying, scanning, filing, data entry, and basic internet searches for common information
• You should be comfortable with basic office technology : Windows, Word processing, Email, Calendaring, PowerPoint, Social media, PDF, electronic document management
• You should be able to use basic office equipment such as a desktop computer, desk scanner, copy machine, multi-line phone, Fax, and postage meter
• You need to demonstrate the capacity and desire to quickly learn and implement new technology and systems
• It is helpful, but not necessary, to have prior experience in a law firm or in the legal services industry
• Bilingual preferred

What attitudes and traits will serve you well :

• Conveys confidence on the phone, with a smile
• Shows empathy to clients and puts them at ease
• Personable, likable, someone clients and referral sources will compliment
• Organized and flexible
• Innovative in finding the best way to do your job and help the firm
• Self-directed in your daily activities (e., setting priorities, working toward deadlines)
• Willingness to take direction
• Flexibility to change priorities as needed throughout the day
• Changing gears and moving between tasks quickly without getting derailed (or derailing others).
• Being vocal; letting the partners / supervisors know what works / what doesn’t
• Exhibits working knowledge of Microsoft Office and basic computer skills
• High school diploma, G.E.D. or equivalent
• Possesses strong customer service skills, interpersonal skills, organizational skills, and time management skills
• Comfortable taking telephone calls and mitigating stressful situations
30+ days ago