RemotelyHR is hiring: Front Office Assistant in Costa Mesa

Overview

Remotely HR is hiring on behalf of Taylor Law. With over 150 years of combined experience, Taylor Nelson Amitrano LLP (Taylor Law) is a team of professionals who resolve tax issues at federal and state levels. The firm has backgrounds in government and private practice and offers practical and cost-effective solutions for tax disputes, in and out of court.

Job Function

The Front Office Assistant is the first point of contact for the Firm, serving as a meter, greeter, seater, and treater. The role provides administrative and clerical support, including greeting visitors, answering phones, directing calls to the appropriate team members, scheduling appointments, and maintaining accurate and secure records by assembling, organizing, and retrieving files/documents. Strong professional communication, organization, and attention to detail are essential. This is an hourly, non-exempt position.

Industry

Law Practice, Legal Services

Location

Irvine, California

Reception

Job Description

• 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 PNCs

Administrative Tasks

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

Front Office Assistant

• Maintain the lobby, conference rooms, reception, file room, copy room, and kitchen areas in a neat and clean manner, including tending to office plants
• Create new client physical file folders for potential clients and new clients file for appropriate department
• Work 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; 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 able 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 Microsoft Office and filing systems
• Professional communication skills (phones, written)
• Strong organizational abilities, detail-oriented, analytical; able to handle multiple priorities and learn new tasks quickly
• A solid work ethic, team player, positive 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

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.