Vacancy expired!
Knoxville elder law firm seeks dynamic, self-motivated Front Office Administrator for main office.
About the Firm: Elder Law of East Tennessee practices Life Care Planning with a focus on Elder and Special Needs Law, which are highly specialized areas of the law. Our firm is client-centered, with a focus on the unique legal needs of the elderly, individuals of all ages with special needs, and their families. We integrate legal, financial/public benefits, and care planning, delivering highly individualized services with honesty, respect, and compassion. Each case is handled with the unique goals and needs of the client at its center.
Position Overview: The Front Office Administrator is the public face of the firm and performs the essential tasks of welcoming clients and visitors and answering the telephone. In addition, this individual handles administrative tasks for the firm, including processing paperwork, managing electronic files, organizing documents for attorneys, conducting supply inventory, and assisting with bookkeeping and metrics tracking. The office is open Monday through Friday. The Front Office Administrator will generally work from 8:30 5:30, but on some weekdays he or she may be needed from 8:00 5:00 to greet clients for early morning appointments.
Qualifications:
Bachelors degree and/or 2 years of relevant experience preferred.
Excellent interpersonal and customer service skills; patient, kind, clear, and professional in face-to-face and telephone communication with callers.
Empathetic, open, and non-judgmental when discussing care and financial situations with prospective or current clients.
Works well with others but also self-motivated; able to work independently and with minimal supervision and direction.
Flexibility and patience in a fast-paced, dynamic workspace with frequent interruptions.
Capable of calm and collected problem-solving.
Strong organizational and multitasking skills; highly attentive to detail.
Good command of business writing and basic math skills.
Optimistic person who learns quickly, has a good sense of humor, and uses common sense.
Maintains professional appearance and demeanor at all times.
Invested in supporting a team; should think critically about processes and activities and propose improvements.
Adept computer skills for operating efficiently in a semi-paperless office.
Experience in bookkeeping and/or managing clients payments is preferred.
Duties:
Reception
1. Opens office: unlocks building, turns on all interior lights, and ensures entryway (outdoors and indoors) is clutter-free.
2. Monitors and maintains tidy space throughout the downstairs area, including the reception area, coffee station, conference rooms, break room, kitchen, restroom, and entryway.
3. Cheerfully greets arriving clients and other visitors, seats them, collects and processes their paperwork, and offers them beverages. Notifies appropriate staff that their client or visitor is ready for them.
4. For initial consultations, obtains contact information, collects consultation fee, and copies and scans confidential planning information and releases to consultation file.
5. Replenishes all supplies and printed materials in conference rooms (representation agreements, new client folders, brochures, pens, writing pads, tissues, etc.).
Telephone
1. Answers the main office phone as the first member of the phone hunt group.
2. Provides general information about the firm and services provided to callers and clients.
3. Directs calls to appropriate team members.
4. Collects information from callers to ensure marketers or other inappropriate calls are not directed to attorneys.
5. Works with prospective clients and Intake Specialist to reschedule consultations when needed.
6. Checks voice mail on main office line and returns or directs calls promptly.
7. Tracks data about incoming calls and referrals to other firms and delivers information to Practice Manager monthly.
Client Administration
1. Maintains complete privacy for all client matters and complies with firm Confidentiality Policy.
2. Maintains and updates all client contact information in internal records.
3. Prepares consultation folders for attorneys to use during each days meetings.
4. Opens physical and electronic files when a prospective client retains services.
5. Sorts, scans, and files information for prospective cases that do not retain services.
6. Sends letters as delegated by other staff members, including monthly contract renewal reminders and invoices and renewal thank you letters.
7. Composes and mails personal notes (thank you, sympathy, etc.) to clients.
8. Makes follow up calls to clients as directed by other team members.
9. May assist with firm bookkeeping and client billing under supervision of Practice Manager.
Office Administration
1. Processes incoming/outgoing mail, certified mail receipts, and FedEx orders.
2. Files daily (including scans) to ensure the filing system is orderly and current (both electronic and physical files).
3. Names documents scanned at the reception desk and in the attorneys offices according to firms file naming conventions.
4. Leads daily stand-up meeting with summary of days meetings and consultations and documents delivered to the office the previous day.
5. Conducts bimonthly supplies inventory and sends order list to Practice Manager. Collects requests for supplies from other employees.
To Apply:
Submit resume AND cover letter by e-mail to Malinda Joshi, Practice Manager, by July 11, 2019.
Vacancy expired!