Administrative Assistant – Client Relations

Sherwood & Robert; Tulsa (OK); On-site; USD 35,000 - 52,000; Full time

Job summary

Sherwood & Robert is seeking an Administrative Assistant – Client Relations to manage the new client intake process, create clean file setups, and support attorneys and paralegals. This on-site role coordinates engagement or routing from referrals through final disposition and performs courthouse runs and filings.

The successful candidate will have strong communication, attention to detail, and the ability to handle multi-step processes in a fast-paced legal office in Tulsa, Oklahoma.

Qualifications

• High school diploma or equivalent.
• 1+ years of administrative, intake, or client-service experience.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and comfort learning new systems.
• Strong written and verbal communication and professional phone etiquette.
• Demonstrated organizational skills, accuracy, and follow-through on multi-step processes.
• Must be able to work on-site full time, Monday–Friday, 8:00 AM–5:00 PM.
• Valid Oklahoma driver’s license and reliable transportation for courthouse and mail runs.
• Successful completion of a background check as required by law.

Responsibilities

• New Client Intake & Matter Opening.
• Client Relations & Responsiveness.
• Back up to Front Desk/Receptionist and Administrative Assistant.

Skills

Attention to detail

Communication

Organizational skills

Multitasking

Discretion

Team collaboration

Education

High school diploma

Associate's degree (preferred)

Tools

Microsoft Office

MyCase

Dropbox

OSCN

Job description

The Administrative Assistant – Client Relations is the firm's front door for new business and the engine behind clean file setup. This position owns the new client intake process from initial referral or routing through final disposition, including engagement, decline, turnback, referral, or confirmation that the prospective client is no longer moving forward. Manages closed-file processing, handles daily courthouse runs and filings, and provides administrative support that keeps attorneys and paralegals moving. It blends client-facing responsiveness with detail-heavy administrative execution, and it is fully cross-trained with the Front Desk /Receptionist, so the front of the office is never uncovered.

ESSENTIAL DUTIES & RESPONSIBILITIES

• New Client Intake & Matter Opening
• Client Relations & Responsiveness
• Back up to Front Desk/Receptionist and Administrative Assistant

QUALIFICATIONS

Required

• High school diploma or equivalent.
• One or more years of administrative, intake, or client-service experience.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and comfort learning new systems.
• Strong written and verbal communication and professional phone etiquette.
• Demonstrated organizational skills, accuracy, and follow-through on multi-step processes.
• Ability to work on-site full time, Monday–Friday, 8:00 AM–5:00 PM.
• Valid Oklahoma driver's license and reliable transportation for courthouse and mail runs.
• Successful completion of a background check in accordance with applicable law.

Preferred

• Prior experience in a law firm or other professional services environment.
• Familiarity with MyCase, Dropbox, OSCN, and Tulsa County filing and recording procedures.
• Experience with client intake or conflict-check processes.
• Associate's degree or relevant coursework.

KNOWLEDGE, SKILLS & COMPETENCIES

• Ownership mindset — carries assigned work from start to finish and closes the loop
• Strong attention to detail, particularly with names, dates, rates, and file setup accuracy.
• Ability to manage multiple open matters and competing deadlines without losing track of details.
• Comfort asking clarifying questions early rather than guessing.
• Discretion and professionalism with sensitive client information.
• Collaborative, team-first approach to coverage and cross-training.