Receptionist and Legal Assistant Case Manager

ADR Services, Inc.; Los Angeles (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

ADR Services, Inc. is seeking a Receptionist and Legal Assistant Case Manager in Downtown Los Angeles for an in-office, full-time role. Start is immediate, Monday–Friday, 8:00 a.m. to 5:00 p.m., with daily on-site work in a fast-paced, client-focused environment.

You will split time between front desk duties and legal assistant tasks, supporting Senior Case Managers and coordinating with vendors and clients. A Bachelor’s degree and strong software skills are required.

Qualifications

• Bachelor's Degree is required.
• 2+ years of experience as a legal assistant or administrative role preferred.
• Experience in hospitality, retail or restaurant services is a plus.
• MS Word, Excel and Outlook proficiency required.
• Strong problem solving, organization and communication skills.

Responsibilities

• Greet clients and act as first point of contact, maintaining a professional front desk.
• Provide heavy administrative support and streamline front office operations.
• Assist Case Managers with drafting notices, billing statements, and conflict checks.
• Manage mail processing, vendor coordination and calendar scheduling.
• Enter data in Excel and support business development tasks for neutrals.
• Maintain a tidy office, handle daily tasks with a proactive, no-task-too-big attitude.

Skills

Customer service orientation

Strong communication skills

Detail oriented

Proactive and self-motivated

Ability to work under pressure

Education

Bachelor's Degree

Tools

MS Word

Excel

Outlook

Job description

THIS IS AN IN-PERSON POSITION. This position is not remote or hybrid.

Job Title: Receptionist and Legal Assistant Case Manager

Start: Immediately

Location: Downtown Los Angeles - This position is required to work in the office daily.

Full time: Monday through Friday, 8:00 a.m. to 5:00 p.m.

Company Description:

ADR Services, Inc. is California’s premier provider of alternative dispute resolution services, delivering mediations, arbitrations, private trials, and other neutral services across major litigation hubs including Los Angeles, San Francisco, Silicon Valley, Oakland, Orange County, and San Diego. Since 1994, the company has grown from a modest Los Angeles operation to a statewide presence, supported by an exclusive panel of over 130 distinguished neutrals with deep experience from the bench and legal practice. ADR Services, Inc. offers a professional yet unconventional environment that encourages problem-solving and provides clients with a comfortable space for resolving complex legal matters. A dedicated team of Case Managers guides clients through neutral selection, scheduling, and procedures, ensuring knowledgeable, prompt assistance from intake to completion. Despite rapid growth, ADR Services, Inc. maintains the feel of a small business and prioritizes delivering the best possible experience as “Your Partner in Resolution.”

www.adrservices.com

Job Responsibilities:

As a Receptionist, you will be the ‘face of our firm’ when clients visit. In this highly visible role, you will act as the first point of contact for clients, vendors, and guests as well as a go-to resource for internal staff and management. You will work to streamline daily front office operations in addition to providing heavy administrative support.

This is a very fast-paced position that provides no ‘down time’. You must be able to thrive in a high stress, service-oriented environment. It will be your responsibility to provide the best possible customer service to our clients and to make the office look as pristine and inviting as possible.

Additionally, as part of your Legal Assistant Case Manager responsibilities, you must also be available for any other projects or assignments designated by the manager, and assist the Senior Case Managers and Case Managers in their core administrative duties. On average, the position will consist of 50% reception/front desk work and 50% legal assistant work. Basic duties include (but are not limited to):

• Handling a bustling front desk: Greeting clients, assisting them to their meeting/conference rooms, and answering preliminary questions concerning the office; must be on hand to receive clients, guests and deliveries.
• Create and host Zoom meetings for our clients and neutrals
• Handle a high volume of incoming phone calls on multiple lines.
• Oversee conference room calendar and management; assist with video, Zoom rooms, laptop and projection set-up.
• Must keep office in peak condition with general upkeep duties, such as preparing coffee frequently, setting up conference rooms daily, keeping the office and kitchen tidy and presentable at all times, and removing used glasses, mugs and pitchers from meeting rooms every evening, and watering plants on a weekly basis.
• Sending confirmation emails, making confirmation calls for cases taking place the following day, as well as checking on and communicate payment status to clients.
• Work closely with ADR Services, Inc.’s Case Managers to manage and discuss all case issues, and provide excellent support in administering their files.
• Assist Case Managers in drafting and distributing hearing notices and billing statements.
• Assist Case Managers in performing and drafting conflict checks.
• Mail processing: Collecting, distributing, and processing mail, with attention to detail and deadlines.
• Vendor management: Own communication and coordination with 3rd-party vendors supporting the office.
• Strive to continuously improve the office space and make it a pleasant environment for the clients and employees.
• Monitor the use of all office supplies and equipment, keep track of all inventory, order supplies on a weekly basis, and order supplies, food and snacks periodically.
• Assist with basic computer and phone network issues.
• Filing of documents and files that need to be filed on a daily basis.
• Heavy maintenance of client database and ensuring data integrity.
• Daily data entry and use of Excel.
• Assist Case Managers with business development efforts and tasks for your set of neutrals.
• Provide excellent customer service, must exude very helpful and energetic qualities and maintain a ‘no task is too big or small’ mentality.
• General administrative assistance to office staff which may include special projects. Support Director of Operations, EVP and other staff on ad hoc projects.
• Take ownership of additional responsibilities as assigned.

Job Qualifications:

• Bachelor's Degree is required.
• At least two (2) years of previous experience as a legal assistant, paralegal, administrative assistant, office assistant and/or executive assistant highly preferred.
• Previous experience working in hospitality, retail or restaurant services is a plus.
• MS Word, Excel and Outlook proficiency is a must, as well as knowledge of general professional office protocol.
• Excellent at problem solving skills and able to deconstruct issues carefully and take decisive action when needed.
• Detail oriented, process-driven and must follow-through on all tasks and assignments.
• Must be proactive, be a self starter, take initiative, and have the ability to work both independently and in a team atmosphere with minimal supervision.
• Strong administrative skills and excellent verbal and written communication skills are required.
• The right person has excellent listening skills, a highly professional demeanor, strong customer focus, impeccable organizational skills, is communicative to upper management, and thrives in a high pressure environment.
• Discreet and professional demeanor; displays sensitivity to confidential matters.
• Must have a helpful, "no task is too big or too small" attitude, and needs an ‘owner’ mentality.