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Administration Specialist
4 months ago
We are seeking a friendly and professional Administration Specialist to join our esteemed estate planning law firm, part-time, in our Ventura location. The ideal candidate will be the first point of contact for clients and visitors, ensuring a positive and welcoming experience. The Administration Specialist will handle a variety of administrative tasks and play a pivotal role in maintaining the smooth operation of the firm.
Compensation:$17 - $20 hourly
Responsibilities:- Answer incoming calls with initial inquiries, schedule consultations, and collect relevant information.
- Tracking data across different platforms and inputting it into Excel.
- Collaborate with colleagues to ensure seamless communication and effective workflow throughout the office.
- Provide administrative support, including data entry, filing, photocopying, and scanning documents as required.
- When necessary, greet clients, visitors, and guests in a warm and professional manner, creating a positive first impression.
- Back-up to reception when needed.
- General office tasks.
- Assist with special projects and events as assigned by management.
- Uphold confidentiality and discretion in handling sensitive client and firm information.
- Highly confident on the phone to speak with potential new clients.
- Outgoing personality.
- High school diploma or equivalent; additional education or certification in office administration is a plus.
- Previous receptionist or administrative experience, preferably in a professional office environment.
- Exceptional interpersonal and communication skills, both written and verbal.
- Strong organizational skills with keen attention to detail and accuracy.
- Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
- Ability to multitask and handle a high volume of incoming calls and visitor interactions.
- Professional and polished appearance with a customer-centric attitude.
- Discretion and understanding of the importance of maintaining client confidentiality.
- Ability to work collaboratively within a team and independently when necessary.
- Knowledge of estate planning terminology and processes is a plus, though not required.
We are a boutique law firm that focuses on estate planning, probate, and trust administration. We pride ourselves on delivering a personalized, seamless client experience by combining expert legal knowledge with cutting-edge technology.
At our firm, teamwork is at the heart of everything we do. Our mission is simple: to understand and meet each client's unique needs with compassion, empathy, and respect. Together, we work tirelessly to provide unwavering support for clients and their families, ensuring a smooth journey through the complexities of estate matters.
