LHH Recruitment Solutions is seeking a Receptionist/Legal Assistant role in Santa Barbara, CA!

Responsibilities:

Document Preparation

• Typing drafts, proofreads and assists with filings, agreements and letters for sense, grammar, consistency, cross-references, definitions, formatting, facts and typos.
• Compiles materials to be typed following written or oral instructions from supervisor or person requesting document to determine format desired, number of copies needed, priority, and other requirements.
• Maintains current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, court filings, and ongoing cases.

Billing:

• Oversee all aspects of monthly client billing, attend to billing problems, resolve issues with accounting and attorneys, log costs deposits, maintain ledgers of all special billing arrangements, deferrals, discounts, etc.; inputting attorney timesheets into Webview; reviewing monthly performance for multiple attorneys, making changes, suggestions, and sending out final invoices; addressing any client concerns re billing; attend to wire transfers

New Clients / New Matters / File Closings:

• In charge of all file openings for new clients and new matters for assigned corporate and trust & estate attorneys, including preparation of file opening forms
• Discussions with billing partners re special billing arrangements
• Preparation of engagement letters; conflict checks (if required) and preparation of conflict waiver letters (if required)

Receptionist/Office Responsibilities

• Operate ShoreTel reception console by accepting and directing calls from the office's main number
• Postage stamp concierge service
• Attending to office administrative duties including answering phones, distributing mail, and coordinating with Fed-Ex, UPS, USPS, etc. for all incoming and outgoing packages
• Greet and assist visitors when they arrive at the office
• Schedule and coordinate conference room bookings and requests; possess complete knowledge of conference rooms and their capabilities
• Assistance with lawyer time entries, particularly first few days of each month
• Troubleshooting assistance for printers, maintenance and supply of ink and paper in all printers on regular basis
• Ensure office supplies, beverages, and snacks are well stocked
• Maintain professional office appearance (tidy) all common areas, and interface with contractors /landlord for repairs and maintenance
• Planning and coordination of occasional office-wide social events (e.g. luncheons)
• Timely notification of lawyers via email re: receipt of postal mail and packages in office
• Schedule appointments, including meetings, conferences, court dates, and depositions for team members. Coordinate work flow and prioritize work so that all deadlines can be met
• Arrange travel schedule and reservations for team members. Reserve conference room(s) for meetings; arrange for special equipment, and coordinate catering services

Qualifications:

• At least 3 years law firm experience as a paralegal or legal secretary, preferably corporate, trust & estates, or real estate transactions experience
• BA/BS degree preferred
• Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications
• Exceptional organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with internal and external Partners, Attorneys, staff and clients
• The ability to communicate both orally and in written communications effectively and accurately
• High level of professionalism and interpersonal skills so as to be able to work well with employees at all levels within the organization and maintain all information in the strictest of confidence
• Reason and apply common-sense understanding to situations encountered.
• Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above average critical thinking skills.
• Must be able to work overtime if necessary
• Punctuality and excellent consistent attendance
• e-filing experience in California, both state and Federal court

Salary:

$55-65k per year