Administrative Assistant

Ocean Estate Law, PC; Rancho Santa Margarita (CA); Sur place; USD 34 000 - 39 000; Plein temps

Avantages offerts par ce poste

Benefits

Résumé du poste

Ocean Estate Law, PC seeks a full-time Notary Public to provide notary services for the firm, with primary focus on client service, document preparation, and office operations. CA Notary Commission required; in-person role based mainly in Rancho Santa Margarita with occasional support at San Clemente or Laguna Hills offices.

Position entails notarizing estate planning documents, signing meetings, and assisting attorneys and staff.

Qualifications

• Must be a California-commissioned notary public (ready to notarize documents and ideally with at least 2-3 years of notary experience)
• Detail-oriented and organized. Professional, warm, and enjoys working with clients
• Strong knowledge of technology and computers, including the ability to name documents with our naming conventions
• Strong written and verbal communication skills, including communication by phone, email, or in person to clients, referral sources, and other third parties
• Manage fast-paced, ever-changing priorities and tasks independently
• Ability to maintain confidentiality and handle delicate information
• Possess a valid driver’s license and reliable transportation, and work in-person Monday through Friday, 8:30 am to 5 pm, and be willing to travel to our San Clemente, RSM, and Laguna Hills offices, depending on the needs of the firm

Responsabilités

• Notary Services & Office Assistance Support to Estate Planning Team
• Notarize estate planning documents and conduct signing meetings, which includes but is not limited to: printing and preparation of the estate planning binder, preparation of the estate plan summary and signing meeting, conducting the signing meeting by notarizing documents and going over the estate planning summary, properly documenting all notary notes in MyCase status updates and anything that may have been discussed or happened in the signing meeting, saving the summary board to MyCase and SharePoint, scanning/saving/collating all signature pages of executed documents
• Additional notary services as requested and needed, including potential off-site visits
• Review of estate planning documents to confirm accuracy
• Client Service Support
• Serve as backup to telephones to assist intake team with volume of inbound phone calls
• Place outbound phone calls to clients or other customer service needs
• Send out monthly birthday/anniversary cards
• Send out thank you gifts to clients
• General Office Support in Rancho Santa Margarita
• Maintain the Rancho Santa Margarita office, including monitoring and restocking office supplies
• Keep common areas neat, tidy, and client-ready at all times (including trash removal)
• Greet and welcome all clients upon arrival, ensuring they feel comfortable and well-received
• Check, sort, and process incoming mail
• Perform other duties and tasks as assigned to support attorneys, clients, and firm operations.

Connaissances

Notary Public CA

Detail-oriented

Communication skills

Tech-savvy

Client service

Formation

CA Notary Commission

Outils

MyCase

SharePoint

Microsoft Office

Description du poste

LOCATION: Primarily our Rancho Santa Margarita office (occasionally in our San Clemente or Laguna Hills office, as needed)

HOURS: In-Person, Monday through Friday from 8:30 am to 5 pm

SALARY: $25 to $28 per hour DOE + benefits

We are seeking a full-time Notary Public to provide notary services for our firm, along with administrative support to the firm’s attorneys and staff, with a primary focus on client service, document preparation, and office operations. Do not apply if you do not have an active CA Notary Public Commission.

This role is ideal for someone who is detail-oriented, organized, and comfortable working in a client-facing legal environment. The position supports day-to-day administrative and legal functions to help ensure smooth operations and an excellent client experience.

This is a full-time, in-person position based primarily in our Rancho Santa Margarita office, with occasional support required at our San Clemente or Laguna Hills offices.

Compensation: $25 - $28 per hour DOE + benefits

Qualifications

• Must be a California-commissioned notary public (ready to notarize documents and ideally with at least 2-3 years of notary experience)
• Detail-oriented and organized. Professional, warm, and enjoys working with clients
• Strong knowledge of technology and computers, including the ability to name documents with our naming conventions
• Strong written and verbal communication skills, including communication by phone, email, or in person to clients, referral sources, and other third parties
• Manage fast-paced, ever-changing priorities and tasks independently
• Ability to maintain confidentiality and handle delicate information
• Possess a valid driver’s license and reliable transportation, and work in-person Monday through Friday, 8:30 am to 5 pm, and be willing to travel to our San Clemente, RSM, and Laguna Hills offices, depending on the needs of the firm

Responsibilities

• Notary Services & Office Assistance Support to Estate Planning Team
• Notarize estate planning documents and conduct signing meetings, which includes but is not limited to: printing and preparation of the estate planning binder, preparation of the estate plan summary and signing meeting, conducting the signing meeting by notarizing documents and going over the estate planning summary, properly documenting all notary notes in MyCase status updates and anything that may have been discussed or happened in the signing meeting, saving the summary board to MyCase and SharePoint, scanning/saving/collating all signature pages of executed documents
• Additional notary services as requested and needed, including potential off-site visits
• Review of estate planning documents to confirm accuracy
• Client Service Support
• Serve as backup to telephones to assist intake team with volume of inbound phone calls
• Place outbound phone calls to clients or other customer service needs
• Send out monthly birthday/anniversary cards
• Send out thank you gifts to clients
• General Office Support in Rancho Santa Margarita
• Maintain the Rancho Santa Margarita office, including monitoring and restocking office supplies
• Keep common areas neat, tidy, and client-ready at all times (including trash removal)
• Greet and welcome all clients upon arrival, ensuring they feel comfortable and well-received
• Check, sort, and process incoming mail
• Perform other duties and tasks as assigned to support attorneys, clients, and firm operations.