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Receptionist and Assistant Case Manager

4 months ago

Oakland, United States ADR Services, Inc. Full time

THIS IS AN IN-PERSON POSITION. This position is not remote.


Location: Oakland, California

Full time: Monday through Friday, 8:00 a.m. – 5:00 p.m.

Salary: $60,000/year


Company Description:

ADR Services, Inc. is a private alternative dispute resolution provider firm that administers and schedules mediations, arbitrations, and private trials for retired judges and attorneys throughout California. We are headquartered in Los Angeles, but also have offices in Orange County, San Diego, Oakland, San Jose and San Francisco. As a recognized leader in the dispute resolution field, ADR Services, Inc. has a tradition of enlisting the industry's finest mediators and arbitrators, and for providing premier customer service to our clients. www.adrservices.com


Job Responsibilities:

As a Receptionist, you will be the ‘face of our firm’ when clients visit. In this highly visible role, you will act as the first point of contact for clients, vendors, and guests as well as a go-to resource for internal staff and management. You will work to streamline daily front office operations in addition to providing heavy administrative support.

This is a very fast-paced position that provides no ‘down time’. You must be able to thrive in a high stress, service-oriented environment. It will be your responsibility to provide the best possible customer service to our clients and to make the office look as pristine and inviting as possible.


Additionally, as part of your Legal Assistant responsibilities, you must also be available for any other projects or assignments designated by the manager, and assist the Case Managers in their core administrative duties. The position will consist of 30% reception/front desk work and 70% legal assistant work.


Basic duties include (but are not limited to):


  • Handling a bustling front desk: Greeting clients, assisting them to their meeting/conference rooms, and answering preliminary questions concerning the office; must be on hand to receive clients, guests and deliveries.
  • Create and host Zoom meetings for our clients and neutrals
  • Handle a high volume of incoming phone calls on multiple lines.
  • Oversee conference room calendar; assist with video, laptop and projection set-up.
  • Must keep office in peak condition with general upkeep duties, such as preparing coffee frequently, setting up conference rooms daily, keeping the office and kitchen tidy and presentable at all times, and removing used glasses, mugs and pitchers from meeting rooms every evening, and watering plants on a weekly basis.
  • Lunch catering, including ordering, setting out lunch and cleaning up after, setting out snacks and beverages, making fresh baked cookies every day.
  • Make confirmation calls for cases taking place the following day, as well as checking on and communicate payment status to clients.
  • Work closely with ADR Services, Inc.’s Case Managers to manage and discuss all case issues, and provide excellent support in administering their files.
  • Assist Case Managers in drafting and distributing hearing notices and billing statements.
  • Assist Case Managers in performing and drafting conflict checks.
  • Mail processing: Collecting, distributing, and processing mail, with attention to detail and deadlines.
  • Vendor management: Own communication and coordination with 3rd-party vendors supporting the office.
  • Strive to continuously improve the office space and make it a pleasant environment for the clients and employees.
  • Monitor the use of all office supplies and equipment, keep track of all inventory, order supplies on a weekly basis.
  • Assist with basic computer and phone network issues.
  • Filing of documents and files that need to be filed on a daily basis.
  • Heavy maintenance of client database and ensuring data integrity.
  • Daily data entry and use of Excel.
  • Provide excellent customer service, must exude very helpful and energetic qualities.
  • General administrative assistance to office staff which may include special projects. Support VP and other staff on ad hoc projects.
  • Take ownership of additional responsibilities as assigned.


Job Qualifications:


  • Bachelor's Degree is required 
  • At least 2 years’ experience as a receptionist/office assistant in a professional office environment is preferred.
  • Previous experience as a legal assistant, paralegal, administrative assistant, office assistant and/or executive assistant highly preferred.
  • MS Word, Excel and Outlook proficiency is a must, as well as knowledge of general professional office protocol.
  • Excellent at problem solving skills and able to deconstruct issues carefully and take decisive action when needed.
  • Detail oriented, process-driven and must follow-through on all tasks and assignments.
  • Must be proactive and have the ability to work both independently and in a team atmosphere with minimal supervision.
  • Administrative skills and excellent verbal and written communication skills are required.
  • The right person has excellent listening skills, a highly professional demeanor, strong customer focus, impeccable organizational skills, is communicative to upper management, and thrives in a high pressure environment.
  • Discreet and professional demeanor; displays sensitivity to confidential matters.
  • Must have a helpful, "no task is too big or too small" attitude.


Benefits:


  • 401(k)
  • Dental insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Retirement plan
  • Vision insurance


Please do not call or email the office directly.