Maintain cases organized by establishing and organizing files; monitor calendars; meeting deadlines; documenting actions; inputting information into file database and case management software; confirming case status with attorney(s)
Scheduling of CME/IMES and preparing Notices to be E-Filed
Calendaring once new Orders are received to include deadlines and reminders
Experience with Electronic Filing
Prepare and send engagement letters to new clients
Enter attorney/paralegal time entries in iTimekeep software
Open and closing of files
Delegate and authorize case responsibility to new attorneys and/or paralegals
Distribute and coordinate mail and track packages to and from all staff members
Assist marketing and project staff with assembly of proposal submittal packages as requested
Assist in new project setup and consultant services authorization (CSA) forms for accounting and business development
Deliver project and proposal submittals to clients as requested
Assist with any billable project work from Project Managers and any AR collection as requested
Assist with preparation of deliverables; printing, binding, FedEx, etc
Assist and coordinate any meetings to be scheduled for the Office Manager
Track and order all office supplies, kitchen and beverage supplies
Manage office equipment and coordinate all necessary maintenance
Track office equipment and office vehicles; maintain logs
Assist staff with any changes to cell phone service provided by CMA
Order meals for any staff lunches or events within the office
Organize meetings, training sessions, lunch and learns, webinars, and conference calls
Maintain Outlook calendar for conference room reservations
Coordinate attendance and payments for any staff attending professional society events
Prepare, coordinate and attend any firm wide social events
Assist with travel arrangements for any staff attending training, conferences, or events
Coordinate with building management for any repair/maintenance issues with office space
Coordinate and distribute all office keys and key cards
Notarize contract documentation as needed
Update new contacts within Deltek database
Handle all files to be archived in storage unit
Collect signed timesheets from office staff for review and distribute to relevant supervisor for approval then to accounting staff for filing
Distribute reviewed expense reports to relevant supervisors for approval
Maintain office calendar based on vacation requests approvals from supervisors
Assist and guide new employees with completion of on-boarding documentation
Assist staff with any coordination with ADP on insurance, benefits, policies, procedures questions
Maintain and distribute emergency preparedness plans to staff on annual basis
Maintain and distribute employee manual to staff on annual basis
Send email reminders/notifications to relevant staff on birthdays, anniversaries, new staff, timesheet, etc
Work on miscellaneous projects as directed by the Office Manager
Assist with I.T
Needs
PROFESSIONAL RECORDS COORDINATOR/ADMINISTRATIVE ASSISTANT
WICKER, SMITH, O'HARA, MCCOY & FORD
West Palm Beach, FL
03.2019 - 03.2020
Efficiently organize, prioritize, schedule and manage daily work activities, tasks and assignments
Send authorizations and/or subpoenas to providers
Submit prepayments and invoices for records in order to prepare attorneys for meetings
Follow-up with providers by phone and/or via email in order to prepare attorneys for meetings
Upload documents and files by using ProLaw & Copitrak
Enter attorney/paralegal time entries using Elite 3E
Assist with secretarial work overflow and Spanish translations
Handled day to day office functions such as faxing, shipping, scanning, etc
Performed routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and electronic files, and providing information to callers
Opened office and prepared necessary duties to facilitate everyone's day to day routine
Answered a busy 7 line switchboard which required transferring calls to the appropriate attorney, investigator, paralegal and/or secretary for handling depending on type of call
Transferred voice mail messages via email to the appropriate person depending on type of call
Dealt with clients on a daily basis that was done at a very high traffic front desk
Assist with secretarial work overflow and English to Spanish translations
Opened, closed and consolidated files by using FileSite and shredded the closed paper files
Maintained the NeoPost postage machine that required stamping mail depending on weight and destination
Routed and handled the courthouse parking pass including billing for such
Routed faxes to the appropriate individuals by scanning and emailing
Route and distribute all incoming correspondence/UPS/FedEx
Used Equitrac terminals for scanning and copying
Arranged conference calls
Handled end of day duties such as closing the office, turned off all machines making sure everyone's computer system was logged off and kitchen was clean
ADMINISTRATIVE ASSISTANT/RECEPTIONIST
CARLTON FIELDS, P.A
West Palm Beach, FL
05.2000 - 08.2013
Dealt with clients and multi-line switchboard that was done at a very high and multi-task highly professional front desk
Provided high-level administrative support by conducting research
Prepared statistical reports, handling information requests, and performing clerical functions such as preparing correspondence and receiving visitors
Arranged conference rooms and scheduling meetings on a software named Meeting Room Manager
Assisted with secretarial work overflow and translations
Enter attorney billable time, e-file via e-filing portal and submit expense reimbursements
Trained and supervised lower-level clerical staff
Performed routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and electronic files, or providing information to callers
Routed faxes to the appropriate individual via RightFax software
Handled Equitrac terminals, end of month billing, postage along with forwarding voice mail messages to the appropriate staff
Assisted in programming key cards and door operations