Administrative Office Assistant

Profile

Administrative Office Assistant

The candidate screens and routes phone calls for all Collection Foreclosures Attorneys. Performs general clerical and secretarial duties as requested, which may include handling packages and other correspondence, as well as other word processing/ editing/typing tasks. Assists with e-filing and litigation document processing. Assists with facilities management. Prepares packages for annual meeting/special meeting; prepare audit letters; process document revisions. Maintains files and records according to departmental policies and procedures. Calendaring and coordination of meetings, ordering food, etc. Makes travel arrangements, and interacts between staff, attorneys, and the Manager, if necessary. Prepares check requests. Assists as needed with Attorney time entry and month-end billing processes. Prepares monthly expense reports. Runs Conflicts and File Opening using Matter Expert. Send new matters to Conflicts and Open matters as requested. Prepares documents and correspondence using DocuSign. Arranges remote notarizations as requested. Process all mail with the exception of collections and foreclosure. (i.e. separate mail, scan and save documents into Worldox in the corresponding matter and email to each recipient, place original documents in recipients inbox.). Ensures all copies, faxes, scans, and postage are billed in LMS. Delivers mail to post office and drops off FedEx inbox. Maintenances office supply inventory and places orders. Occasional runs as needed. Makes daily bank deposits. Ensures all office equipment is up and running. Daily checks, re-stocks, and shelves photocopy and printer areas with paper. Offers and serves beverages to clients and attorneys in the conference rooms. Sets up and clean-up up conference room(s), lounge, or other rooms used for meetings or gatherings. Ensures all meetings are set up with necessary equipment such as A/V equipment, laptop, etc. Ensures meetings are set up with snacks, breakfast, lunch, and/or dinner as requested – including beverages, utensils, etc. Orders and stocks all kitchen supplies such as coffee, teas, soup, cups, etc. Assists Office Manager with coordinating all office events (i.e. birthday cakes, office breakfast, staff luncheons, fundraisers, etc.); catering; rentals, and logistics. Requires secretarial skills including keyboarding proficiency, use of personal computer and word processing software, spreadsheet software, presentation software, dictaphone transcription, ability to organize files and workflow, and proficient command of the English language. Familiarity with Worldox, iManage, File Site, and Aderant, DocuSign, Zoom preferred. Must be neat and have a professional appearance, ability to communicate well verbal and written, reliable, extremely organized, and able to get along well with co-workers. Must have a high school diploma, some secretarial training, and at least three years of administrative office experience.

Company info

Becker and Poliakoff
1776 on the Green 67 Park Place East Suite 702
Morristown
New Jersey
United States 07960
Website : https://beckerlawyers.com