Job Description

Legal Receptionist for Busy Carlsbad Estate Planning Law Firm

Our current receptionist is changing positions in our firm to better help our team and we are looking to find another talented team member to fill her shoes. She is pretty talented and hard-working, so we realize this is a tall order. If you have prior experience in a law firm answering phones and doing clerical work and you are looking for an opportunity to work with an awesome team that enjoys helping others, then this may be a great opportunity for you!

Our Estate Planning law firm is looking for someone who is a warm and friendly, focused, has a high attention to detail, is comfortable with a fast-paced work environment, looks and is very professional, and loves serving others. If this sounds like you, we would love to hear from you!

Our team of professionals works hard to help our clients and to help each other to provide best in class Estate and Business Law services to our clientele. We offer many great benefits after a three-month probationary period such as medical insurance, dental insurance, disability insurance, life insurance, gym membership, vision insurance. We also provide a 401K plan with a matching component, pension and profit sharing (eligibility for the 401K & pension/profit sharing plans begin after one year of employment at two entry points during the year), as well as generous PTO and paid holidays (and other perks).

We need our new teammate to join us and help us with the following responsibilities:

Responsibilities :

• Greet clients over the phone and in person with a happy and helpful attitude
• Gather important information to determine where to route calls
• Manage calendar and confirm all calendared appointments
• Scan documents and save them to our internal server
• Create client file folders after clients have engaged our services
• Task workflow to legal team
• Create notary labels for legal team
• Make up trust binders for later use by our legal team
• Run payment transactions
• Schedule meetings
• Record calendar appointments in a physical diary
• Add client emails to Constant Contact and internal client list
• Make up welcome packets for the intake department on a regular basis
• Stock the conference rooms with supplies
• Maintain the kitchen (dishes and organization)
• Thank you cards to referral sources
• Send out book requests to prospective clients
• Act as back-up intake (gather information from new clients and scheduling them)
• Pull files for the legal department
• Keep file room organized and up-to-date
• Process incoming and outgoing mail
• Send out monthly mailings to clients and advisors
• Send out thank you cards to clients
• Assist with managing incoming and outgoing trust administration documents
• Other administrative tasks and assist legal team as needed

​ Qualifications :

• Previous experience as a law firm receptionist preferred (it would be a bonus if it was an Estate Planning law firm)
• Ability to prioritize and multitask in a busy office environment
• Excellent written and verbal communication skills
• Deadline and detail-oriented
• Excellent customer service skills
• Easy to get along with team player
• Very reliable

Our ideal candidate presents a very professional appearance, is organized, has a high attention to detail, understands the value of hard work, and wants to work in an exciting environment. They should also be smart, very reliable, great at multi-tasking and want to grow and be challenged. We have a very busy growing law firm and we need someone who is grace under pressure who is great working with a team and with clients.

No phone calls please. Please apply with a cover letter telling us about yourself, your experience in a law firm or with an estate planning law firm and anything else you believe makes you perfect for the position. Let us know why you are the one we should hire. Please also attach a copy of your resume and let us know the best phone number to contact you for a brief initial phone interview.

Salary range: $20-23/hour depending on experience.

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