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Receptionist & Office Administrator

WizeHire, Inc

Devon and Torbay

Hybrid

GBP 30,000 - 33,000

Full time

14 days ago

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Job summary

A legal service firm is seeking a professional for office and client support in Devon, PA. The role involves answering calls, managing office supplies, and assisting clients during signings. Ideal candidates have exceptional organizational skills, strong verbal and written communication, and proficiency in digital tools. Initially hybrid, this position will transition to full-time on-site work. The annual salary is between $41,000 and $43,500.

Qualifications

Manage multiple tasks, deadlines, and diverse responsibilities with precision.
Excellent written and verbal communication for client interaction.
Ensure accuracy in legal documents and communications.
Experience with social media and CRM systems.
Work independently and take initiative.
Provide a positive client experience.
Adjust to evolving responsibilities as needed.

Responsibilities

Answer, screen, and direct calls appropriately.
Print and prepare documents for in-office signings.
Maintain office inventory and manage supplies.
Assist clients in person and support office functions.
Prepare conference rooms for client meetings.
Ensure documents are accurate and ready for signings.

Skills

Exceptional Organizational Skills

Strong Communication Skills

Attention to Detail

Proficiency in Digital Platforms

Proactive and Self-Motivated

Customer Service Orientation

Adaptability

Location:

This position is initially offered as a hybrid role, allowing for a blend of remote and in‑office work. However, as client base and operational needs expand, this role is structured to transition into a full‑time, in‑office position. Candidates should apply with the expectation and availability to work on‑site at our Devon, PA office five days a week once the growth milestone is reached.

Responsibilities

Phone Management

Answer, screen, and direct calls to the correct individuals
Take precise messages and deliver to the correct individuals

Office Management

Print and prepare estate planning portfolios for in‑office signings
Maintain office and office inventory, order supplies, and communicate marketing material needs
Receive mail, deliveries, and packages
Maintain logs of incoming and outgoing mail and/or deliveries
Direct all mail and deliveries to the proper person
Prepare all outgoing mail

Client Support

Attend in‑office signings as a witness or notary
Assist clients who stop by to drop off information at the office

Administrative Management

Prepare the conference room before signing with the correct documents, folders, pens, gifts, etc.
Meticulously print all necessary estate planning documents and prepare a portfolio for client signings, ensuring accuracy and readiness
Scan documents after the client signs and upload to the client's folder
Client portfolios are labeled, built, and maintained in an orderly fashion, with records of outstanding items

Qualifications

Exceptional Organizational Skills: Ability to manage multiple tasks, deadlines, and diverse responsibilities with precision and efficiency.
Strong Communication Skills: Excellent written and verbal communication for interacting with clients, drafting newsletters, and managing social media.
Attention to Detail: Critical for preparing legal documents, managing client information, and ensuring accuracy in all communications.
Proficiency in Digital Platforms: Experience with social media management tools, email marketing platforms, and CRM systems.
Proactive and Self‑Motivated: Ability to work independently, anticipate needs, and take initiative.
Customer Service Orientation: A friendly, professional demeanor with a genuine desire to assist clients and provide a positive experience.
Adaptability: Comfortable in a dynamic environment, capable of adjusting to evolving responsibilities as the Philadelphia office grows.