We are looking for a responsible part-time Administrative Assistant to perform a variety of administrative and clerical tasks for a very busy legal document preparation services company located in Ventura California.
Duties include providing support to business leaders, assisting in daily office needs and managing the company's general administrative activities.
*Role and Responsibilities:*
* *Customer Service:* Greet all clients warmly upon their arrival at the office, providing excellent customer service and ensuring their needs are attended to promptly and professionally.
* *Zoom Meeting Schedule*: Responsible for scheduling Zoom meeting Zoom platform and ensuring efficient coordination appointments on Executive’s calendar.
* *Communication Management:* Handle incoming calls and messages, effectively managing communication flow.
Schedule meetings and phone calls as necessary, ensuring efficient coordination of appointments.
* *Voicemail Management:* Intake all voicemails and accurately input them into the company's Leads Log.
Follow up promptly on voicemails, scheduling meetings or calls with the appropriate team members as needed.
* *File Management:* Open case files for new clients, both physical and electronic (Google Drive), ensuring all necessary documentation is accurately filed and organized.
Assist in scanning, faxing, copying, and filing documents as required.
* *Case File Management:* Responsible for the orderly closure of case files, ensuring all necessary paperwork is completed accurately and filed appropriately.
* *Client Follow-Up:* Conduct follow-up calls with clients to confirm or schedule meetings, maintaining clear and professional communication at all times.
* *Court Runs:* Assist with court-related tasks such as filing and recording documents as needed, ensuring timely and accurate completion of all assignments.
May require some travel to Ventura and Oxnard Court.
Mileage will be reimbursed.
* *Office Maintenance:* Responsible for maintaining cleanliness and organization within the office, including tasks such as trash disposal, sweeping, dusting, watering plants, and other general upkeep duties.
* *Bilingual Skills:* Fluent in English and Spanish, able to effectively communicate with clients and colleagues in both languages.
*Qualifications:*
* *Excellent Communication Skills:* Personable demeanor and ability to communicate effectively, both verbally and in writing, with clients and colleagues.
* *Attention to Detail:* Meticulous in maintaining accuracy and organization in all tasks, with a keen eye for detail.
* *Time Management:* Strong ability to prioritize tasks and manage time effectively, ensuring deadlines are met without compromising quality.
* *Self-Starter:* Proactive and resourceful, able to work independently with minimal supervision and take initiative to address issues as they arise.
* *Customer-Focused:* Dedicated to providing exceptional customer service and ensuring client satisfaction in all interactions.
* *High School Diploma: *GED or equivalent education and/or experience
* *Valid driver's license, required*
Job Type: Full-time
Pay: From $17.
00 per hour
Expected hours: 20 – 30 per week
Schedule:
* 4 hour shift
* Day shift
* Monday to Friday
Language:
* Spanish (Required)
License/Certification:
* Paralegal Certificate (Preferred)
Work Location: In person
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