Administration Specialist

We are seeking a friendly and professional Administration Specialist to join our esteemed estate planning law firm, part-time, in our Ventura location.

The ideal candidate will be the first point of contact for clients and visitors, ensuring a positive and welcoming experience.

The Administration Specialist will handle a variety of administrative tasks and play a pivotal role in maintaining the smooth operation of the firm.

Compensation : $17 - $20 hourly

$17 - $20 hourly

Responsibilities :

• Answer incoming calls with initial inquiries, schedule consultations, and collect relevant information.
• Tracking data across different platforms and inputting it into Excel.
• Collaborate with colleagues to ensure seamless communication and effective workflow throughout the office.
• Provide administrative support, including data entry, filing, photocopying, and scanning documents as required.
• When necessary, greet clients, visitors, and guests in a warm and professional manner, creating a positive first impression.
• Back-up to reception when needed.
• General office tasks.
• Assist with special projects and events as assigned by management.
• Uphold confidentiality and discretion in handling sensitive client and firm information.

Qualifications :

• Highly confident on the phone to speak with potential new clients.
• Outgoing personality.
• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Previous receptionist or administrative experience, preferably in a professional office environment.
• Exceptional interpersonal and communication skills, both written and verbal.
• Strong organizational skills with keen attention to detail and accuracy.
• Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
• Ability to multitask and handle a high volume of incoming calls and visitor interactions.
• Professional and polished appearance with a customer-centric attitude.
• Discretion and understanding of the importance of maintaining client confidentiality.
• Ability to work collaboratively within a team and independently when necessary.
• Knowledge of estate planning terminology and processes is a plus, though not required.

About Company

We are a boutique law firm that focuses on estate planning, probate, and trust administration. We pride ourselves on delivering a personalized, seamless client experience by combining expert legal knowledge with cutting-edge technology.

At our firm, teamwork is at the heart of everything we do. Our mission is simple : to understand and meet each client's unique needs with compassion, empathy, and respect.

Together, we work tirelessly to provide unwavering support for clients and their families, ensuring a smooth journey through the complexities of estate matters.