Office Administrative Assistant

CaseAdvance; California (MO); On-site; USD 39,000 - 50,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vacation days (up to 10)

Paid holidays

Team bonus

Job summary

CaseAdvance is seeking an Administrative Office Assistant/Customer Service Rep to support a small team in a full-time role. The position involves extensive customer contact, basic bookkeeping, and administrative duties in a busy office near South Coast Plaza.

The ideal candidate has 2–3 years in a professional office, proficiency with Word, basic Excel, and QuickBooks. Travel to Orange County/LA for client meetings may be required.

Qualifications

• High School Diploma or GED; some college experience preferred but not required.
• 2-3 years of experience in a professional office environment with similar duties.
• Experience in a law firm or for a legal vendor is a plus but not required.
• Proficiency with Word (55 WPM) and some knowledge of Excel; QuickBooks or similar accounting software experience; Salesforce or other CRM exposure is a plus.
• Reliable transportation for travel to off-site client meetings in Orange County and Los Angeles.

Responsibilities

• Basic bookkeeping and accounts payable processing using QuickBooks or similar software.
• Outbound calls to existing and prospective customers regarding account status.
• Handle incoming calls from prospective clients and law firms.
• Office administrative tasks: copying, scanning, faxing, outbound FedEx shipments, filing contracts and materials.
• Schedule appointments, perform follow-up calls, and prepare hard-copy mailings.
• Support other office personnel with overflow tasks.

Job description

Position: Administrative Office Assistant/Customer Service Rep

Employer: Privately held specialty legal finance company

Schedule: Full-time (9:30 a.m. - 5:30 p.m.).

Job Summary: This position requires proficiency with a multitude of tasks and a willingness to learn and adapt with the position. You will have a substantial amount of customer contact (both current and prospective clients) so excellent telephone etiquette is critical. Our office will be staffed with 3-4 people, so we work both independently and collaboratively to run the office and service our clientele. There are several aspects that require you to work independently with minimal or no supervision, so it is essential for any candidate to be self-motivated with high attention to detail. The essential functions of the position will involve:

Basic bookkeeping and processing payables using QuickBooks or similar accounting software

Making outbound calls to existing and prospective customers regarding account status

Handling incoming phone calls from prospective clients and law firms

Office administrative activities including copying, scanning, faxing, outbound FedEx shipments, and filing contracts and other materials

Scheduling appointments, making follow-up calls, and preparing hard copy mailings to customers

Assisting other office personnel with miscellaneous tasks and overflow work

Requirements:

High School Diploma or GED. Some college experience is preferred but not required.

2-3 years of experience working in professional office environment with similar job responsibilities (e.g., as administrative/executive assistant, office manager, or customer service rep).

Previous experience working in a law firm or for a legal vendor is a plus but not required.

Proficiency with Word typing at 55 WPM and some knowledge of Excel is desirable. Some experience with basic accounting functions on QuickBooks (2-year minimum)

and or similar software is needed and exposure to Salesforce or other CRM platform is a plus.

Reliable transportation is a must for travel to off-site client meetings and industry-specific functions within Orange County and Los Angeles.

There is no cold calling or outside sales component to the position. However, we have a team bonus based on our monthly business volume. Accordingly, the ability to cross-sell and help generate repeat business with our existing accounts is a big plus.

Salary, Benefits & Perks: The base salary for the position is $28.00-$36.00 per hour based upon educational background and relevant level of experience. The company offers both medical and dental benefits and allows new employees to accrue up to ten (10) days of vacation. We have paid holidays which are listed in our company handbook. Our office is located in an A-Class office building in South Coast Plaza; one of the most desirable areas to live, work and shop!