Legal Secretary and Office Manager Position Available In Collier, Florida

Legal Secretary and Office Manager Esquivel Law Chartered 2335 Tamiami Trail North, Naples, FL 34103 About us Esquivel Law Chartered is a small business in Naples, FL 34103. We are fun and fast-paced.

Our work environment includes:

Casual work attire Flexible working hours Small and dynamic law firm seeks an administrative assistant to support firm owner and staff. Administrative Assistant Duties/Skills/Expectations Administrative File incoming and outbound emails using SimplyFile integration for Outlook Calculate and Calendar deadlines Create firm systems for the items that are on this list Monthly review and update of firm systems Keep track of staff birthdays and plan celebration (order cake/cupcakes/whatever for delivery to remote and local staff, buy greeting cards, coordinate signing by remote employees and delivery to birthday boy/girl on or before day of birthday) Track mileage and expenses, submit for review and reimbursement through Expensify/Gusto Scan documents file where needed Identify areas where efficiency can be improved and suggest solutions Client Communications and Scheduling Create/Update new client intake form Send new client intake forms to potential new client (PNC) Obtain payment for PNC consultations Schedule new client consultations and send phone/zoom instructions Obtain any documents necessary for PNC consults Confirm consultations 24 hours in advance Assist paralegals with scheduling (mediations, hearings, depositions, meetings)

• communicate with clients, opposing counsel, courts, mediators to obtain dates, communicate dates to appropriate parties/client Create Lawcus templates for representation agreements (hourly/contingency/hybrid/with and without retainer) Send representation agreements to new clients for execution and return Open new client matters Create and send new client welcome packet (Canva) Assist Paralegals/Attorneys Arrange for Service of documents by process server Logging and tracking projects such as subpoenas to third parties, arranging for service of process, payment of process servers, billing expenses to appropriate client, saving copies of invoices, tracking what documents were received and when Draft professional, clear communications without grammatical or spelling errors Proofread and finalize documents; email or mail as needed Assist with scheduling depositions by zoom or videoconference Backup paralegals/attorneys as needed Guests/Deliveries Greet guests, offer beverages, escort them to the conference room when attorney is ready Receive mail and deliveries/distribute to who they need to go to Arrange for local delivery of items by courier Phones/Faxes Answer calls, take messages and email messages to staff/attorneys Receive and distribute faxes received by firm Update phone extensions/routing/greetings as needed Maintain written instructions/video of how to update these (so others can do this in your absence) Keep template of Outlook signatures with phone extensions and direct numbers updated Time Tracking and Billing Contemporaneously and accurately log your time in Lawcus•all time is logged same day Print weekly time reports of all attorneys/paralegals/staff to OneNote for review by billing department Bill time to appropriate matter On a weekly basis, check all firm time entries for accuracy, spelling, descriptions Bill time with specific and informational descriptions with proper grammar, spelling and punctuation Bill incoming expenses to appropriate client Mail Add postage to outgoing mail Take outgoing mail to mailbox Maintain postage meter/Quadient account Reload meter/order supplies as needed Check mail each day (follow system) Scan incoming mail•save to appropriate folders and email to paralegals/attorneys Create labels for shipping/mailing using standard templates and do not vary from those standard templates Send items by USPS (United States Postal Service) Priority Mail using usps.

com Tech/IT Work with attorneys/paralegals to research, compare and price new/alternative software and services Schedule IT support Troubleshoot problems that office is experiencing with software & educate team on how to implement fixes Technical Skills Navigate Windows file system

• both on local PC and web-based drives Save documents to correct client folder and subfolders as appropriate Scan documents and save them to appropriate folder/subfolder for client and firm Highly proficient with Word.

Must be able to create and format data in tables, manipulate and create styles in Word, apply formatting, indent paragraphs, Use Excel to create expense reports, spreadsheets, create and use basic formulas Highly proficient with Adobe Acrobat Pro. Convert Word or Excel documents to PDF, Bates stamp PDF documents, apply exhibit stamps to PDF documents, combine multiple PDFs into a single document, break a single PDF into multiple documents, rearrange pages in PDF documents, Export PDF documents to Word or Excel, Reduce the file size of PDF documents, Convert PDF documents to PDF/A, Work smarter, not harder

• meaning making reasoned decisions on how to locate information.

Job Type:

Full-time Pay:

$18.00

• $45.

00 per hour

Benefits:

Paid time off

Schedule:

8 hour shift Monday to

Friday Work Location:

In person