Law Firm Operations Specialist/Receptionist Irvine , CA
Seastrom Tuttle & Murphy (stmlaw.
com) Seastrom Tuttle & Murphy (stmlaw.
com) Irvine, CA Irvine, CA Full-time Full-time From $25 an hour From $25 an hour 10 days ago 10 days ago 10 days ago About Seastrom Tuttle & Murphy:
Seastrom Tuttle & Murphy, a distinguished family law firm in California, renowned for serving high net worth clients, is seeking an Operations Specialist/Receptionist.
This role is a unique opportunity to join a dynamic team in a professional, respectful, and high-tech environment.
We are looking for a discerning individual who thrives in a fast-paced setting and is committed to maintaining our high standards of client service and operational excellence.
Your role as an Operations Specialist/Receptionist will not only demand a high level of organizational and administrative skill but also the ability to multitask effectively in a dynamic, fast-paced environment.
You will be a key player in ensuring our office runs smoothly and that our team is well-supported in delivering the highest level of service to our clients.
Job Description:
In this multifaceted and pivotal role, your responsibilities will encompass a broad range of tasks, ensuring the smooth functioning and professional atmosphere of our office:
Vendor Interaction and Management:
Act as the primary point of contact for all firm vendors.
Employ your negotiation skills to manage relationships and ensure optimal service delivery, reflecting our firm's high standards.
Client Billing and Account Management:
Utilize Bill4Time to manage billing processes with precision and accuracy, ensuring client satisfaction.
Oversee the setup and maintenance of client accounts and reconcile accounts as needed.
Equipment and Office Management:
Be responsible for the upkeep of all office equipment, identifying and negotiating new equipment purchase and leasing, ensuring everything is in working order, managing repairs or replacements, and maintaining the overall tidiness and security of the office, including tasks like maintaining kitchen and conference room areas.
Client Communication and Reception:
You will be the firm's first point of contact, both in person and over the phone.
This involves handling calls with professionalism, greeting clients with warmth and respect, and ensuring that each client's experience in our office starts on a positive note.
Calendar and Schedule Management:
Manage attorney calendars with precision, coordinating appointments, meetings, and court dates.
Your role will be pivotal in ensuring that our legal team's schedules are organized and that any scheduling conflicts are resolved swiftly.
Meeting Area Oversight:
Maintain our meeting areas, ensuring they are not just tidy but also welcoming and well-stocked.
This includes arranging the space to suit specific client needs, providing refreshments, and ensuring that all technological aids are functioning correctly for presentations or conferences.
Mail and Delivery Management:
Efficiently handle all incoming and outgoing mail and deliveries.
This task includes sorting, distributing mail to the appropriate parties promptly, and managing outgoing correspondence to ensure timely delivery.
Case-Related Administrative Support:
Play a supportive role in managing case-related tasks.
This encompasses organizing and maintaining case files, scanning documents to ensure they are digitally available for our team, and managing substantial document productions essential for trial preparation.
Dynamic Team Support:
Work collaboratively with attorneys and other staff members, providing administrative support as needed.
This may include preparing documents, assisting in research, or helping with other ad-hoc tasks that contribute to the firm's overall success.
Qualifications:
Administrative experience in a highly professional setting Proven experience in vendor management, client billing, and high-level administrative support.
Proficiency in billing software, with a meticulous approach to financial tasks.
Exceptional organizational, multitasking, and interpersonal skills.
Professional demeanor, suitable for interaction with high net-worth clients and in a highly professional environment.
Familiarity with legal billing procedures and guidelines is a plus.
Benefits:
A competitive hourly rate of $25.
00.
A vibrant, professional work environment catering to high net worth clients.
Comprehensive benefits package including PTO, 401(k) matching, and health insurance.
Job Type:
Full-time Pay:
From $25.
00 per hour Expected hours:
40 per week
Benefits:
401(k) Health insurance Paid time off Parental leave Professional development assistance Tuition reimbursement Ability to Relocate:
Irvine, CA 92614:
Relocate before starting work (Required) Work Location:
In person
Qualifications:
.
Estimated Salary: $20 to $28 per hour based on qualifications.
com) Seastrom Tuttle & Murphy (stmlaw.
com) Irvine, CA Irvine, CA Full-time Full-time From $25 an hour From $25 an hour 10 days ago 10 days ago 10 days ago About Seastrom Tuttle & Murphy:
Seastrom Tuttle & Murphy, a distinguished family law firm in California, renowned for serving high net worth clients, is seeking an Operations Specialist/Receptionist.
This role is a unique opportunity to join a dynamic team in a professional, respectful, and high-tech environment.
We are looking for a discerning individual who thrives in a fast-paced setting and is committed to maintaining our high standards of client service and operational excellence.
Your role as an Operations Specialist/Receptionist will not only demand a high level of organizational and administrative skill but also the ability to multitask effectively in a dynamic, fast-paced environment.
You will be a key player in ensuring our office runs smoothly and that our team is well-supported in delivering the highest level of service to our clients.
Job Description:
In this multifaceted and pivotal role, your responsibilities will encompass a broad range of tasks, ensuring the smooth functioning and professional atmosphere of our office:
Vendor Interaction and Management:
Act as the primary point of contact for all firm vendors.
Employ your negotiation skills to manage relationships and ensure optimal service delivery, reflecting our firm's high standards.
Client Billing and Account Management:
Utilize Bill4Time to manage billing processes with precision and accuracy, ensuring client satisfaction.
Oversee the setup and maintenance of client accounts and reconcile accounts as needed.
Equipment and Office Management:
Be responsible for the upkeep of all office equipment, identifying and negotiating new equipment purchase and leasing, ensuring everything is in working order, managing repairs or replacements, and maintaining the overall tidiness and security of the office, including tasks like maintaining kitchen and conference room areas.
Client Communication and Reception:
You will be the firm's first point of contact, both in person and over the phone.
This involves handling calls with professionalism, greeting clients with warmth and respect, and ensuring that each client's experience in our office starts on a positive note.
Calendar and Schedule Management:
Manage attorney calendars with precision, coordinating appointments, meetings, and court dates.
Your role will be pivotal in ensuring that our legal team's schedules are organized and that any scheduling conflicts are resolved swiftly.
Meeting Area Oversight:
Maintain our meeting areas, ensuring they are not just tidy but also welcoming and well-stocked.
This includes arranging the space to suit specific client needs, providing refreshments, and ensuring that all technological aids are functioning correctly for presentations or conferences.
Mail and Delivery Management:
Efficiently handle all incoming and outgoing mail and deliveries.
This task includes sorting, distributing mail to the appropriate parties promptly, and managing outgoing correspondence to ensure timely delivery.
Case-Related Administrative Support:
Play a supportive role in managing case-related tasks.
This encompasses organizing and maintaining case files, scanning documents to ensure they are digitally available for our team, and managing substantial document productions essential for trial preparation.
Dynamic Team Support:
Work collaboratively with attorneys and other staff members, providing administrative support as needed.
This may include preparing documents, assisting in research, or helping with other ad-hoc tasks that contribute to the firm's overall success.
Qualifications:
Administrative experience in a highly professional setting Proven experience in vendor management, client billing, and high-level administrative support.
Proficiency in billing software, with a meticulous approach to financial tasks.
Exceptional organizational, multitasking, and interpersonal skills.
Professional demeanor, suitable for interaction with high net-worth clients and in a highly professional environment.
Familiarity with legal billing procedures and guidelines is a plus.
Benefits:
A competitive hourly rate of $25.
00.
A vibrant, professional work environment catering to high net worth clients.
Comprehensive benefits package including PTO, 401(k) matching, and health insurance.
Job Type:
Full-time Pay:
From $25.
00 per hour Expected hours:
40 per week
Benefits:
401(k) Health insurance Paid time off Parental leave Professional development assistance Tuition reimbursement Ability to Relocate:
Irvine, CA 92614:
Relocate before starting work (Required) Work Location:
In person
Qualifications:
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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