Job Details

Description

The Receptionist / Office Administrator (R/OA) is a self-starter with excellent communication skills and a knack for organization. This role is crucial in supporting client relations, ensuring smooth operations for our Philadelphia office expansion, and managingkey communication channels.

Location:

This position is initially offered as a hybrid role, allowing for a blend of remote and in-office work. However, as client base and operational needs expand, this role is structured to transition into a full-time, in-office position. Candidates should apply with the expectation and availability to work on-site at our Devon, PA office five days a week once the growth milestone is reached.

Responsibilities

Phone Management:
• Answer, screen, and direct calls to the correct individuals
• Take precise messages and deliver to the correct individuals

Office Management:
• Print and prepare estate planning portfolios for in-office signings
• Maintain office and office inventory, order supplies, and communicate marketing material needs
• Receive mail, deliveries, and packages
• Maintain logs of incoming and outgoing mail and/or deliveries
• Direct all mail and deliveries to the proper person
• Prepare all outgoing mail

Client Support:
• Attend in-office signings as a witness or notary
• Assist clients who stop by to drop off information at the office

Administrative Management:
• Prepare the conference room before signing with the correct documents, folders, pens, gifts, etc.
• Meticulously print all necessary estate planning documents and prepare a portfolio for client signings, ensuring accuracy and readiness
• Scan documents after the client signs and upload to the client's folder
• Client portfolios are labeled, built, and maintained in an orderly fashion, with records of outstanding items

Qualifications

• Exceptional Organizational Skills: Ability to manage multiple tasks, deadlines, and diverse responsibilities with precision and efficiency.
• Strong Communication Skills: Excellent written and verbal communication for interacting with clients, drafting newsletters, and managing social media.
• Attention to Detail: Critical for preparing legal documents, managing client information, and ensuring accuracy in all communications.
• Proficiency in Digital Platforms: Experience with social media management tools, email marketing platforms, and CRM systems.
• Proactive and Self-Motivated: Ability to work independently, anticipate needs, and take initiative.
• Customer Service Orientation: A friendly, professional demeanor with a genuine desire to assist clients and provide a positive experience.
• Adaptability: Comfortable in a dynamic environment, capable of adjusting to evolving responsibilities as the Philadelphia office grows.