Administrative Assistant

6 days ago

San Jose, United States Edgar Law Group LLP Full time

We're searching for a diligent Administrative Legal Assistant to provide front-line administrative support, customer service, and direct legal support to our Legal & Tax Teams. We are proud of our 5-star Google review rating and strive to always deliver exceptional services and build lasting relationships with clients. Applicants should be extremely thorough, possess excellent communication skills, and have some background in customer service. Send us your resume today to become part of the team Responsibilities: • Follow up with potential new clients before and after initial consultations to ensure all necessary documentation and engagement materials are provided and received. • Interact with clients to build relationships through phone, email, and in-person; schedule appointments and meetings, ensuring clear communication of expectations. • Prepare, customize, and manage the execution and receipt of Engagement Agreements, including opening new client files and onboarding clients. • Maintain and organize the firm's calendar, including court deadlines, meeting schedules, and statutory tax deadlines; ensure all deadlines are met. • Participate in regular meetings with the Legal & Tax Teams to facilitate work production planning. • Serve as the primary point of contact for courts and administrative agencies for scheduling and administrative issues. • Draft, format, and prepare legal and tax documents and correspondence under the supervision of the Legal & Tax Teams. • File legal and tax documents with courts and government agencies, ensuring timely submissions. • Maintain and manage active case files, including document scanning, photocopying, and retrieval. • Assist with billing processes, including tracking and recording billable hours and expenses, preparing and sending bills, and managing accounts receivable. • Draft non-legal correspondence under the direct supervision of the Managing Shareholder or Legal & Tax Teams. • Manage updates and reports in the case management system regarding bill issues, payments, and accounts receivable. • File and organize documents within client files and sub-files to maintain an orderly system. • Make copies and scan documents. • Manage incoming mail and assist with drafting firm policies and procedures. • Oversee post-engagement activities and close files. Qualifications: • Previous experience as a legal secretary, administrative assistant, or in a legal support role is required, preferably within a law firm dealing with tax or similar specialized legal practice. • High ethical standards and the ability to handle sensitive or confidential information with discretion and maintain strict confidentiality in all aspects of client, firm, and cases. • Experience managing client relationships and handling confidential information. • You must demonstrate advanced proficiency in Microsoft Office Suite. • Familiarity with legal document management systems and case management software is preferred. • Experience with billing software and basic accounting principles for managing invoices and accounts receivable is preferred. • Knowledge of legal terminology, document formats, and procedures relevant to tax law and general legal practice. • Ability to draft, format, and prepare legal and tax documents accurately. • Proactive problem-solving abilities to address and resolve office and client-related issues. • Excellent verbal and written communication skills to interact effectively with clients, court officials, and internal teams. • Strong organizational and time management skills to handle multiple tasks and deadlines efficiently. • Detail-oriented to accurately manage files, calendar dates, and legal documentation. • Strong interpersonal skills for building client relationships and effectively communicating with various stakeholders. • Ability to work collaboratively in a team and independently with minimal supervision. • Flexibility to adapt to changing priorities and new responsibilities as your role evolves. Compensation: $43,000 yearly

• Follow up with potential new clients before and after initial consultations to ensure all necessary documentation and engagement materials are provided and received. • Interact with clients to build relationships through phone, email, and in-person; schedule appointments and meetings, ensuring clear communication of expectations. • Prepare, customize, and manage the execution and receipt of Engagement Agreements, including opening new client files and onboarding clients. • Maintain and organize the firm's calendar, including court deadlines, meeting schedules, and statutory tax deadlines; ensure all deadlines are met. • Participate in regular meetings with the Legal & Tax Teams to facilitate work production planning. • Serve as the primary point of contact for courts and administrative agencies for scheduling and administrative issues. • Draft, format, and prepare legal and tax documents and correspondence under the supervision of the Legal & Tax Teams. • File legal and tax documents with courts and government agencies, ensuring timely submissions. • Maintain and manage active case files, including document scanning, photocopying, and retrieval. • Assist with billing processes, including tracking and recording billable hours and expenses, preparing and sending bills, and managing accounts receivable. • Draft non-legal correspondence under the direct supervision of the Managing Shareholder or Legal & Tax Teams. • Manage updates and reports in the case management system regarding bill issues, payments, and accounts receivable. • File and organize documents within client files and sub-files to maintain an orderly system. • Make copies and scan documents. • Manage incoming mail and assist with drafting firm policies and procedures. • Oversee post-engagement activities and close files.

Compensation:
$43,000 per year

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