RemotelyHR is hiring: Front Office Assistant in Irvine

Overview

Remotely HR is hiring on behalf of Taylor Law. With over 150 years of combined experience, Taylor Nelson Amitrano LLP (Taylor Law) professionals are experts in resolving tax issues at federal and state levels. With backgrounds in government and private practice, we offer practical and cost-effective solutions for tax disputes, in and out of court.

Job Function

The Front Office Assistant is the “meter, greeter, seater, treater” of the Firm and is the first point of contact either by phone or in-person visitor. The Front Office Assistant is responsible for providing administrative and clerical support as you are the first point of contact for the Firm. This role involves greeting visitors, answering phones and directing calls to the appropriate team members, scheduling appointments, and providing general office support. Additionally, the front office assistant will include administrative tasks including assembling, organizing, and retrieving files/documents, thus ensuring records are accurate and secure. Strong professional communication, organization, and attention to detail are key to succeed in this role. This is an hourly, Non-Exempt position.

Location

Irvine, California

Responsibilities

• Answer Incoming Calls
• Gather basic caller information as per Firm’s phone screening process
• Direct incoming calls or take messages as appropriate
• Screen and triage calls
• Greet Guests
• Create a positive, welcoming, and professional first impression
• Validate parking passes for client and other PNC’s

Administrative Tasks

• Schedule meetings and calls
• Direct messages to appropriate personnel
• Assist with incoming and outgoing mail, deliveries, and packages
• Review incoming mail, incoming faxes, and documents delivered with attorney or other staff member who may be assigned, and distribute same to the appropriate personnel

Front Office Assistant

• Maintain the lobby, conference rooms, reception, file room, copy room, and kitchen areas, and all other common areas in a neat and clean manner, including tending to the office plants
• Create new client physical file folders for potential clients and new client files for appropriate department
• Works in accordance with firm policies and procedures to close out files
• Make copies/scans/file documents
• Assist attorneys and staff with other general administrative matters as requested
• Looking for longevity

Requirements

• Associate Degree is Required, but a Bachelor Degree is highly preferred
• Prior Experience working in a law firm and in customer service
• Proficient in business phone systems and office software
• Must be organized and have the ability to manage files and maintain an orderly workspace
• Accurate in data entry and document handling
• Friendly and helpful when assisting clients and other Firm guests
• Skilled in prioritizing tasks and managing multiple responsibilities
• Comfortable using office software like Microsoft Office and filing systems
• Professional communication skills (phones, written)
• Extreme organizational abilities, detail-oriented, excellent analytical skills, and the ability to handle multiple priorities and learn new tasks/procedures quickly
• A solid work ethic
• Team player and wonderful attitude
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Strong typing skills
• Time management abilities and a high level of self-direction

Benefits And Compensation

• Compensation $20.00 - $24.00 to start depending on experience
• Healthcare
• Retirement Plan (401k) & Profit Sharing
• Paid Time Off (PTO)
• Cellular Phone Allowance

Schedule

Full time, Mon-Fri

Equal Employment Opportunity Taylor Nelson Amitrano LLP is an equal opportunity employer. All aspects of employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.