Job Description
Job DescriptionWe are looking for a detail-oriented Administrative Assistant to join our team in Santa Ana, California. In this Contract-to-permanent role, you will play a key part in ensuring smooth administrative operations by managing schedules, maintaining case files, and providing general office support. This position offers an excellent opportunity to showcase your organizational skills and contribute to a dynamic workplace.
Responsibilities:
• Coordinate expert witness depositions and testimony schedules by liaising with attorneys, clients, and other parties.
• Manage calendars and rescheduling tasks using Microsoft Outlook to ensure accuracy and efficiency.
• Organize and maintain both physical and digital case files, ensuring proper labeling and archiving.
• Scan documents for electronic storage and oversee the secure disposal or shredding of outdated physical files.
• Utilize Salesforce to track case statuses, update client details, and maintain comprehensive records.
• Reconcile monthly financial statements and generate invoices using QuickBooks.
• Handle billing records, prepare bank deposits, and deliver them as necessary.
• Monitor office supply inventory and place orders to ensure the team has necessary resources.
• Assist with general administrative tasks and team projects as needed to support overall operations.• At least 2 years of experience in administrative or office support roles.
• Proficiency in answering inbound calls and managing email correspondence.
• Strong customer service skills with the ability to handle both inbound and outbound communications.
• Competence in data entry and scheduling appointments with attention to detail.
• Advanced knowledge of Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Word.
• Familiarity with Salesforce for tracking and maintaining case information.
• Experience using QuickBooks for billing and financial management.
• Excellent organizational and multitasking abilities to effectively manage diverse responsibilities.