Administrative Assistant

Faraci Lange, LLP is seeking a dependable, organized, and professional Administrative Support Specialist to assist with the firm’s day-to-day administrative, client intake, marketing, accounting, and case-support functions. This position is ideal for someone who enjoys variety, works well in a fast-paced professional environment, and is comfortable handling both routine responsibilities and changing priorities.  Perfect for an entry-level applicant.

Primary Responsibilities

· This person will be seated at the reception desk and will be responsible for answering the door and seating clients and other guests in the conference rooms.

· Help to keep track of and put away office supplies

· Answer and direct incoming telephone calls in a professional and courteous manner. 

· Speak with potential new clients, gather preliminary information, enter intake details into the firm’s case-management system, and route inquiries for attorney review. 

· Receive, scan, organize, and distribute incoming mail and other correspondence. 

· Assist with the firm’s marketing activities, including drafting and scheduling social media content, coordinating sponsorships and events, maintaining marketing materials, and supporting other promotional initiatives. 

· Provide general accounting assistance, which may include processing invoices and entering transactions 

· Request medical records and billing information from healthcare providers and follow up on outstanding requests. 

· Maintain accurate electronic and physical files. 

· Assist with data entry, document preparation, copying, scanning, and other general administrative projects. 

· Provide backup support to other administrative staff as needed. 

· Handle confidential client, personnel, and financial information with discretion. 

· Perform other duties and special projects as assigned. 

Qualifications

· Prior administrative or office experience preferred; experience in a law firm, medical office, or other professional-services environment is a plus. As this is an entry-level position do not expect this from applicants.

· Strong organizational skills and attention to detail. 

· Professional and compassionate telephone manner, particularly when speaking with individuals who may be injured or experiencing difficult circumstances. 

· Strong written and verbal communication skills. 

· Ability to manage multiple responsibilities, prioritize assignments, and follow through on outstanding tasks. 

· Comfortable learning and using new technology and software. 

· Proficiency with Microsoft Office, including Outlook, Word, and Excel. 

· Familiarity with social media platforms such as Facebook, Instagram, TikTok, YouTube and LinkedIn is preferred. 

· Basic bookkeeping or accounting experience is helpful but not required. 

· Ability to work both independently and collaboratively as part of a team. 

· Sound judgment and a commitment to maintaining confidentiality. 

· Ability to work on premises 4-5 days / week