Position Summary

The Administrative Assistant will provide essential support to the Legal Administrator, ensuring the efficient operation of the office. The role includes managing the phone system, handling mail, assisting with billing processes, and supporting the Office Administrator with daily administrative tasks. This position requires excellent organizational skills, attention to detail, and strong communication abilities to maintain seamless office operations.

Primary Responsibilities

Phone System Management

Answer and direct incoming phone calls professionally and efficiently.

Assist in maintaining the phone system, including setting up voicemail, updating phone directories, and troubleshooting minor issues.

Screen calls and prioritize messages for the Administrators and other staff.

Mail Handling

Sort, scan, and distribute incoming mail and packages.

Prepare outgoing mail and manage courier services.

Maintain records of mail logs as needed for billing or compliance purposes.

Support the billing process by organizing client invoices, ensuring timely distribution and payment tracking.

Assist with data entry, reconciling accounts, and resolving billing discrepancies in coordination with the Legal Administrator.

Maintain organized records of billing and payment documentation.

Provide general administrative assistance to the Office Administrator, including maintaining office supplies, scheduling meetings, and filing documents.

Assist with onboarding new employees, including organizing paperwork and coordinating access to office systems.

Maintain a clean, organized, and professional office environment.

Qualifications

Education: High school diploma or equivalent; additional coursework in office administration is a plus.

Experience: 2+ years in an administrative support role, preferably in a legal or professional services setting.

Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Excellent organizational and multitasking abilities.

Strong verbal and written communication skills.

Familiarity with billing software or accounting systems is a plus.

Familiarity with Practice Panther Case Management system is a plus.

Attention to detail and accuracy.

Ability to maintain confidentiality and handle sensitive information.

Strong interpersonal skills and a customer-service-oriented mindset. Ability to adapt to shifting priorities and work independently when needed.