Legal Receptionist & Administrative Assistant

Legal Receptionist & Administrative AssistantPosted 2 days agoDescriptionOur boutique estate planning, trust administration, and probate law firm is looking for a detail-oriented and proactive Legal Receptionist/Administrative Assistant to join our team. This role is key to ensuring a seamless experience for clients while supporting our attorneys and paralegals in managing cases efficiently.In this role, you’ll be the first point of contact for clients, providing a warm, professional, and compassionate presence while handling phone calls, emails, and scheduling. You’ll assist with organizing case files, preparing engagement agreements, filing legal documents, and ensuring deadlines are met. Your ability to stay organized, manage multiple tasks, and communicate effectively will help keep our firm running smoothly.If you thrive in a structured environment, have experience in a law firm setting, and take pride in delivering excellent client service, we’d love to hear from you!ResponsibilitiesClient Engagement & Relationship ManagementServe as the warm, professional, and efficient first point of contact for clients, answering calls with care, screening inquiries, and directing them appropriately.Ensure every client interaction reflects our firm’s values of professionalism, empathy, and efficiency.Proactively follow up with clients to confirm appointments, check on outstanding documents, and ensure they feel supported throughout their case.Guide clients through the onboarding process—sending and tracking engagement agreements, intake forms, and initial case information.Maintain detailed client records and notes in our CRM (Lawmatics) and practice management system (Clio) to track progress and ensure seamless communication.Anticipate client needs, answer non-legal questions, and provide updates on their case status to enhance their overall experience.Client & Case Flow ManagementOversee and maintain the firm\’s client flow, ensuring a smooth transition from intake to case completion.Manage the firm’s calendar, schedule client consultations, and set up meetings for attorneys and paralegals.Track deadlines and critical case milestones, ensuring attorneys and staff stay ahead of important dates.Monitor outstanding tasks, client follow-ups, and pending documents to keep cases progressing without delays.Ensure proper case closure by confirming all necessary steps are completed, final documents are sent, and clients receive a seamless wrap-up experience.Firm Organization & Client CoordinationHandle all incoming and outgoing mail, including client correspondence, court filings, and important notices.Maintain an organized and up-to-date database of client contacts, case statuses, and firm-wide scheduling.Coordinate document execution, including scheduling signings, notarization, and delivery of estate planning documents.Assist in developing and improving client communication systems to enhance response times and service quality.Work independently and proactively to identify ways to improve client satisfaction, office efficiency, and workflow processes.QualificationsEducation: High school diploma or equivalent required; some college coursework or degree preferred.Experience: 1–2 years of prior experience in a law firm environment as a legal secretary, administrative assistant, or similar role.Client-Focused: Must have strong communication skills and the ability to interact with clients professionally, warmly, and efficiently.Organization & Efficiency: Ability to manage a high volume of client interactions, appointments, and case deadlines with accuracy and attention to detail.Tech-Savvy: Some knowledge of legal software, case management, and CRM programs (experience with Clio and Lawmatics is a plus).Proficiency with Google Suite: Comfortable using Gmail, Google Drive, Docs, Sheets, and Calendar, for document management and scheduling.Self-Motivated & Deadline-Oriented: Able to work independently in a fast-paced environment, anticipate needs, and meet deadlines without constant oversight.Typing Speed: Must be able to type 50+ words per minute with accuracy.Compensation$15 – $20 based on experience & locationAbout San Diego Legacy Law, PCAt San Diego Legacy Law, PC, our mission is to provide personalized, top-tier legal services in estate planning, probate, trust administration, conservatorship, and guardianship. We strive to ensure that every client feels supported and valued, mirroring the care we would extend to our own family. Our goal is to help families protect their legacies and achieve peace of mind through expert legal guidance.At San Diego Legacy Law, PC, we believe that our unique approach to treating clients as family members sets us apart. This philosophy not only fosters stronger relationships but also leads to more comprehensive and attuned legal solutions. We invite potential team members who value these principles to join us in our mission to serve and support our community effectively.Legal Receptionist & Administrative Assistant#J-18808-Ljbffr