Operations Assistant
Carolina Family Estate Planning
Cary, NC US
Posted ago
Carolina Family Estate Planning

Are you the kind of person who pitches in to make sure the office runs like a well-oiled machine?
Do you have a natural tendency to get things organized?
Do you take pride in your attention to detail and efficiency?

Consider the following: Week in and week out, we draft legal documents for clients. Every week, those documents need to be printed, proofread, bound, and prepared for signing and delivery. Our clients expect our work product to be professionally prepared, correct, and delivered on time. It should all run like clockwork.

Behind the scenes, however, each plan is uniquely tailored for each client. Appointments get rescheduled, requiring documents to be reprinted. The client’s information needs to be updated in our case management system. Office supplies run low. 

And yet it all still runs like clockwork. That's how our law firm works.

If you've always wanted to play a key role in something like that, please read on.

Estate Planning, Elder Law, and Estate and Trust Administration are all we do. Our goal is to help our clients live better lives by removing worry and doubt. We think planning should be a celebration of our clients' lives. That’s only possible if we stay organized, we follow systems, and we get the details right.

Basically, we want you to help our attorneys and paralegals help our clients. That means you have to pay attention to what work you have in the queue: Sometimes it’s printing documents. Sometimes it’s filling out forms. Sometimes it’s running to the post office. That may seem simple, but, no matter what you are doing, it is essential to our legal team. It’s also essential that you are committed to providing high-quality service to our clients and support to our legal team.

You’ll have to prioritize because often you’ll be busy. Other times, you’ll have to ask another team member how you can help them and demonstrate that they can trust you to save them time.

Responsibilities

Here’s what we’re asking you to do…

  • Enter notes from any client contact and/or issue in the firm’s case management system
  • Organize, print, and prepare all client documents prior to signing appointments
  • Proofread documents for both content and formatting accuracy
  • Copy and scan signed documents
  • Copy and scan other incoming documents to client files
  • Enter client data into online forms for the firm’s VIP membership program
  • Scan and properly destroy closed files
  • Track and enter all time worked daily
  • Actively participate in team meetings to improve the efficiency and quality of the Firm’s processes
  • Organize, print, and maintain internal materials
  • Mail: Check, open, and sort the mail, daily; mailing packages, either via USPS or FedEx/UPS; maintain and replenish mailing supplies

Additional responsibilities may include…

  • Serve as a witness for signing appointments, as needed
  • Ordering office supplies, including updating a current supply spreadsheet; inventorying, ordering, stocking, and maintaining all office supplies, including cookies, binders, paper, and general supplies; and signing for and distributing all deliveries
  • As a backup to our Client Welcome Team as needed; cleaning, supplying, and preparing conference rooms, as needed; and baking cookies, as needed
  • Preparing for seminars (In-person Seminars are currently suspended), including cleaning and preparing seminar room, assembling attendee folders, pick up food and drinks, all as needed
  • Other duties, as needed

Qualifications

 Here are the basic qualifications:

  • You are comfortable using computers, reading online calendars, sending and receiving email, and using Google Suite, Adobe Acrobat, Microsoft Word, and Excel
  • You are organized and detail-oriented. You do your best to make everything as close to perfect as possible, but you are also realistic about what can be achieved
  • You set priorities and keep your deadlines
  • You are proactive. You are always looking for ways to help and improve. You set expectations, and you let others know if you might not be able to meet expectations
  • You empathize with people, and you are a team player

Preferred:

  • Past experience in a professional office environment


Compensation
$13 - $16 hourly
About Carolina Family Estate Planning

Carolina Family Estate Planning is an innovative, well-organized, well-run, rapidly growing entrepreneurial law firm focused solely on estate planning, estate administration, elder law, and asset protection in Cary, NC.


The firm has an experienced Firm Administrator and an amazing team who handle the day-to-day management, operations, HR, marketing, and the like so our legal team can focus on what they do best, providing excellent, unsurpassed legal counseling to clients.

We provide top compensation, bonus opportunities, and a robust benefits package for full-time employees.

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