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Administration Specialist

1 month ago

Ventura, United States Hermance Law Full time
Job DescriptionJob Description

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. 
Qualifications:

  • 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. 
About Company

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.

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