Office Assistant

POSITION SUMMARY: A Miami law firm is looking for an experienced, bilingual Office Assistant. The Office Assistant provides general administrative and office support to all team members, as well as directly supporting the Office Manager and Partners, including (but not limited to) calendar management, correspondence, document creation and editing, as well as special projects as needed. Additionally, this role provides support to the Legal Support Team through executing various legal support tasks as needed.

ESSENTIAL FUNCTIONS:

Client & Legal Administrative Support

• Coordinate passport certifications and Power of Attorney (POA) documentation

Nominee Director Services (NCC Services LLC)

• Verify wire instructions with clients via phone to ensure accuracy and prevent fraud
• Coordinate and distribute wire instructions to banking institutions and process Letters of Authorization (LOAs)
• Review, prepare, and complete bank account opening documentation
• Assist with preparation and processing of investment subscription documents

Tax Team Support

• Prepare and submit IRS documentation, including faxing to appropriate IRS offices
• Assist with requests for client tax information and submission of tax returns

Billing, Invoicing & Client Payments (David Sahargun)

• Print all prebills for David’s review
• Send prebills with David’s comments to Andrea in the NYC office
• Send finalized invoices to clients
• Follow up on outstanding invoices
• Manage client invoicing, including generating invoices and tracking outstanding balances
• Support billing and accounts receivable processes, including tracking and follow-ups
• Serve as point of contact for client billing, payments, and documentation requests

Letters of Engagement (LOE)

• Draft, revise, and manage Letters of Engagement for multiple partners
• Coordinate execution through DocuSign and track status
• Maintain organized records in ProLaw
• Prepare and submit engagement letters for new and existing clients

Document & Process Management

• Organize and manage documentation within DMS systems
• Maintain accurate filing systems
• Ensure documentation is complete and compliant
• Participate in training for systems such as ProLaw
• Identify opportunities to improve processes and efficiency

SCHEDULING REQUIREMENTS

Requires some flexibility in scheduling, such as the ability to work evenings and weekends to meet client deliverables.

TRAVEL REQUIREMENTS

May require light travel to the firm’s NYC office.The company is an equal employment opportunity employer and considers all applicants without regard to race, color, religion, national origin, ancestry, citizenship, gender, pregnancy, age, physical or mental disability, genetic information, service in the uniformed services, or any other basis protected by federal, state or local law.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• What are your salary requirements?
• How many years of legal administrative or law-office support experience do you have?
• Do you have experience managing client billing, invoicing, prebills, or accounts receivable follow-up?
• Do you have experience preparing engagement letters and using DocuSign and/or a legal document-management system such as ProLaw?

Language:

• Spanish (Required)

Work Location: In person