Administrative Assistant

Administrative Assistant

Cabanillas & Associates, P.C.

Newark, New Jersey

The candidate must be self-motivated, articulate, have experience in customer service, and have an attention to detail while balancing a sense of urgency.

The job responsibilities include:

• Answer In-Coming Calls/Review Voice Mails
• Direct and Transfer Clients to Correct Staff Member
• Confirm Client/Prospect Appointments
• Schedule CM/PM appointments
• Keep Log-In Sheet for clients & walk-Ins
• Note Client Arrival in Calendar & Practice Master
• Confirm Client Contact Information & assist with client intakes
• Communicate clients Arrival to proper parties
• Copy/Scan/Save to WD & email all client documents
• Receive CA/CC/Money Order Payments
• Submit Payment Info/copies to Accounting Department
• Enter all Journal Notes/Macros to PM after client Interactions
• Enter all billable/non- billable T-Codes to PM

• Open PM ID’s & Matters for New Retainers/Prepare for finance
• Draft retainers when asked
• Meet with clients at front desk to sign BK petitions, immigration forms, Affidavits, Retainers, and ACH as needed
• Explain to clients documents needed for case
• Email Team with Urgent Matters
• Review instalment tabs/AR as needed
• Review walk-in client case details
• Notify and Inform Supervisor of any Abnormalities
• Satellite offices: prepare & send interoffice to WP (money, documents, retainers, etc.)
• Follow up with No Show Appointments
• Keep track of Lead Docket Appointments & enter walk-ins in calendar

• Schedule client meetings with Liaisons for collection/BK Analysis
• Satellite offices: Receive Packages & distribute mail
• Update & Enter Lead Docket appointments/reply to ongoing text messages
• Manage Office: Equipment, Hot & Cold, Janitorial needs, Computer/Phone Issues.
• Make sure lobby is presentable

Job Type: Full-time

*All Administrative Assistants are required to work two weekends every month (more if requested)*

Experience:

• Administrative Support: 1 year (Required)

Education:

• High school or equivalent (Required)

Language:

• Spanish (Required)

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Required)
• Microsoft Office: 1 year (Required)

Language:

• Spanish (Required)

Work Location: In person