Offer summary

Qualifications:

Excellent communication skills, both verbal and written, with a strong command of the English language., Proven organizational skills with the ability to multitask and prioritize in a fast-paced environment., Proficient in using computer applications and comfortable with new technologies., Understanding of client confidentiality and data protection regulations..

Key responsabilities:

Handle incoming calls professionally and efficiently, addressing client inquiries and relaying information.

Assist with data entry and application form filling, ensuring accuracy and organization of client details.

Manage emails by sorting, prioritizing, and responding promptly while maintaining confidentiality.

Follow up with clients to provide updates and confirm meetings, collaborating with attorneys for case management support.

Job description

This is a remote position.

Full-time: Monday to Friday 8 AM to 5 PM PDT with 1 hour unpaid lunch-break (8 hours per day/40 hours per week)

Job Summary: We are seeking a highly organized and efficient Virtual Receptionist to join our Immigration Litigation and Law firm. As a Virtual Receptionist, you will be responsible for handling less than 10 calls per day, assisting with data entry and application form filling, managing emails, providing updates to clients, and scheduling and confirming meetings. The ideal candidate should possess excellent communication and writing skills, be detail-oriented, and have a professional demeanor.

Responsibilities:

Handle incoming calls: Manage a low volume of incoming calls in a professional and efficient manner. Address client inquiries, take accurate messages, and relay important information to the appropriate team members.
Data entry and application form filling: Assist clients by accurately transferring information from one form to another. Ensure all client details are properly recorded and organized.
Email management: Sort, prioritize, and respond to emails promptly. Draft professional and concise replies, following provided training guidelines. Maintain a high level of confidentiality and accuracy in all email communications.
Client follow-up: Regularly follow up with clients to provide updates on the status of their cases. Confirm, reschedule, and remind clients of upcoming meetings, ensuring timely communication and professionalism.
Case management support: Collaborate with attorneys and legal professionals to facilitate the smooth running of cases. Communicate any important client information and maintain accurate case records.
Professional communication: Demonstrate exceptional communication and writing skills, using appropriate legal terminology and maintaining a professional tone in all interactions with clients and colleagues.
Maintain confidentiality: Uphold strict confidentiality standards when handling sensitive client information and adhere to all data protection regulations.
Adhere to firm policies: Follow all company policies, including but not limited to ethical standards, code of conduct, and best practices for virtual receptionists.

Requirements

Excellent communication skills: Demonstrated ability to communicate effectively, both verbally and in writing. Strong command of the English language with proper grammar and punctuation.
Organizational skills: Proven ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment. Attention to detail is crucial for accurate data entry and form filling.
Proactive and professional demeanor: Possess a professional and courteous attitude when interacting with clients, attorneys, and colleagues. Maintain a detached and impartial stance, understanding the sensitive nature of immigration litigation.
Confidentiality: Strong understanding of the importance of client confidentiality and adherence to data protection regulations.
Availability: Ability to work during regular business hours and handle less than 10 calls per day.
Tech-savvy: Proficient in using computer applications such as email clients, document management systems, and data entry software. Comfortable learning and using new technologies as required.
Previous legal experience: While not required, previous experience in a legal environment or familiarity with immigration law procedures and terminology is preferred.

Technical Requirements (Laptop/Desktop) :

Windows Processor: Intel i3 - 6th Generation/Ryzen 5 - 3rd Generation, Operating System: Windows 10 and up
MAC Processor with an Operating System of Catalina and Up Only
RAM: 8GB and up
At least 25 Mbps Internet speed

Note: This position does not involve customer support or making promises to clients. The ideal candidate will be straightforward and detached, focusing on providing accurate information and administrative support rather than offering emotional support.