Office Assistant

Company: Estate Planning Law Center, LLC
Location: Hartford
Posted on: August 4, 2022

Job Description:

Do you love being responsible for multiple projects and driving each one forward while looking for ways to streamline the process?

Are you ready to make this your year to THRIVE personally and professionally?--

We're searching for a mature high-energy office assistant to take over our open Front Desk Manager position.. Your primary responsibility will be answering phones and responding to questions (and occasional complaints) in a friendly and timely manner. This is not a position where you will just take messages - the successful candidate will be someone interested in learning the business, growing professionally, and being an active participant in client communications so that they can nurture and develop those relationships.

Other tasks will be to create and implement office protocols to streamline our workflow; greet visitors; schedule appointments (avoiding people and resource conflicts), set up company events (in-person and virtually), monitor & order supplies; research & recommend new office equipment, and related tasks as needed to keep the front office running smoothly and efficiently.

This is a critical position in the Firm, and we need just the right person. Applicants should be looking for a career and a home, not just a job. Must be detail-oriented, 9 or 10 out of 10 in organizational skills, have excellent communication skills & be able to multitask without getting flustered. Legal background, Customer service, and CRM experience are all a plus. If this position sounds intriguing to you, send us your resume today!

Responsibilities:

Answer phone calls and emails to act as a liaison between clients and staff members to improve customer retention and referral rates
PHONE SYSTEM
--- Answer, Screen, and Forward Incoming Phone Calls
--- Triage types of callers: clients, potential clients, vendors, family and friends of team members, and other VIP individuals
--- Triage urgency of call: assess the urgency of the topics and triage per phone decision tree system
--- Manage questions and routes to appropriate individuals
--- Monitor phone messaging systems
--- Assist with managing the phone directories and automated phone systems

GREET and WELCOME GUESTS
--- Greet guests as soon as they arrive and help them feel they are in the right place with our welcoming attitude
--- Direct guests to the right team members or handle the unscheduled appearance as necessary
--- Have ownership of the reception area and conference room and ensure that it is clean and tidy at all times.

INCOMING MAIL, EMAILS, and DELIVERIES
--- Assist with Office Security by "Opening the office" and "Closing the office" in accordance with the company's policies
--- Receiving and sorting daily mail, emails, and deliveries
--- Log deliveries and intended alert recipients
--- Arrange for pickups and courier services
--- Call clients as needed to schedule, confirm and follow up on calls and to-dos.

MISC. ADMINISTRATIVE TASKS
--- Assist with ordering supplies and managing inventory
--- Assist with filing, photocopying, scanning, and organizing physical and digital files
--- Assist with managing the birthdays and anniversaries list
--- Perform other clerical duties as requested by other team members

Qualifications:

Shows great interpersonal skills and excellent written communication
Navigates computer programs with ease to provide a quick front-desk experience for customers
Proven track record of completing projects on time in an orderly manner
--- Resilient problem-solving skills
--- Proven experience in customer relations = 5+ years
--- Good understanding of business principles
--- Strong attention to detail including grammar and spelling
--- Ability to multi-task and adhere to deadlines in a fast-paced environment
--- Great organization skills
--- Excellent knowledge of basic office programs, marketing computer software, and online applications (CRM tools, Online analytics, etc.)
--- Strong typing and computer efficiency skills
--- High School Diploma or equivalent; College Degree, Business or relevant field experience is a strong advantage

About Company:
We are a small Hartford-based law firm with robust marketing plans and intend to double our revenue for 2023 and double again for 2024. We are looking for an organized person who likes to work hard, play hard, and is willing to put in the effort to make an above-average salary at an above-average firm, all while providing an excellent client experience and, of course, superior estate planning and probate services.

What's in it for you?

Potential for job growth and increased responsibilitiesBonuses for meeting and exceeding target goalsPaid vacation and sick time after 6 monthsSimple IRA with matchGreat working atmosphere

Keywords: Estate Planning Law Center, LLC, Hartford , Office Assistant, Administration, Clerical , Hartford, Connecticut