Benefits:

401(k)

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Training & development

Safe Harbor Law Firm seeks an experienced Administrative Assistant preferably with background in the field of estate, trusts and probate full time per in our Naples office located at 4500 Executive Dr. The ideal candidate must have a strong willingness to learn, be a self-starter and team player, with excellent verbal, written and interpersonal skills, and a high level of organization, attention to detail and professionalism.

YOU WILL NEED A MINIMUM 3 YEARS OFFICE ADMINSTRATION EXPERIENCE TO BE CONSIDERED. DO NOT APPLY IF YOU HAVE NO PREVIOUS OFFICE ADMINSTRATION EXPERIENCE. WE ARE NOT LOOKING TO HIRE AN ENTRY LEVEL CANDIDATES.

Responsibilities:

Answering incoming phone calls and assisting or delegating accordingly

Scheduling and Calendar Management for the three office locations

Keeping track of your hours/tasks and accomplishments on a company electronic calendar

Works closely with marketing coordinator on weekly and monthly marketing and client and prospect outreach

Attorney/Client Liaison

Ensuring all client calls/emails are handled timely and professionally

Communication with attorney regarding all client compliments and/or concerns

Organization of waiting area and conference rooms

Support Estate Planning Attorneys:

Drafting letters and correspondence, sending invoices.

Client File Creation and Document Management

Filing, scanning, creating manual files as well as e-file

Daily client meeting preparation

Preparing binders of client documents

Assisting in Client Trust Funding Process

Train to learn complete client trust funding process.

Joins funding manager or attorney at the signing meeting to review issues of funding for the specific plan.

Fee Collection

Management of client payment to be processed by accounting

Check requests and deposits

Additional duties include: Answering phones and routing calls; Sorting and distribution of mail; Scanning and filing; and opening and closing the office. Must become a notary public within the first 30 days.

Requirements/ Qualifications

Must be intelligent, self-motivated, adaptable and have an upbeat, positive and persuasive personality. Must be conscientious & friendly and able to handle an ever changing schedule and priorities. You must also have excellent verbal and written communication skills and strong active-listening skills. In addition you must be computer literate with Microsoft office products and the use of a smartphone. Specific qualifications include:

Strong Interpersonal Communication Skills

Possess Initiative, adaptability

Must be exceptional on the phone

Ability to build rapport with clients

Must be organized

Experience in accounting or with quickbooks a plus

Experience with Enterprise resource system a plus.

“Can-Do” attitude

Previous experience in customer service, sales, or other related fields

Ability to prioritize and multitask

Positive and professional demeanor

Excellent written and verbal communication skills

Ability to multitask

Strong attention to detail

Self starter, independent

Enthusiastic support of our mission – at Safe Harbor Law Firm “It’s All About Family!”