Summary
Overview
Work History
Education
Skills
Timeline
Generic

Rebecca Viebrock

Waukesha,WI

Summary

Driven professional with a proven track record as a Legal Assistant and Office Administrator, excelling in document drafting, billing, and case file management and maintaining office management. Recognized for exceptional attention to detail and effective communication, I consistently improved office efficiency and client satisfaction, ensuring timely completion of legal documents and maintaining strict confidentiality.

Overview

7
7
years of professional experience

Work History

Small Business Owner

Seasoned Selections
06.2020 - Current
  • Managed daily operations for a successful small business, ensuring efficient processes and quality services.
  • Established a loyal customer base by providing personalized attention, addressing concerns promptly, and exceeding expectations.
  • Enhanced company reputation by consistently delivering exceptional service quality to customers.
  • Holding strong 100% seller feedback rating from customers since 2020.
  • Customer invoicing and bookkeeping.
  • Knowledge of U.S. and International shipping rules, regulations, and safe packaging practices.
  • Ship and manage multiple sale packages per month.

Legal Assistant/Office Administrator

Cramer Multhauf
05.2023 - 07.2025


  • Drafted legal documents, letters, and full estate plans and deeds
  • Digital Dictation
  • Responsible for client/attorney billing and running monthly reports for 10 attorneys
  • Administrative duties (answering phones, greet clients, schedule appointments/meetings, payment collection, sort mail, ship and track client documents and packages)
  • Court filings, Electronic Real Estate Transfer Returns, and Deeds
  • Conflict Searches
  • Improved workplace efficiency with the regular maintenance of office equipment and proactive troubleshooting of technical issues.
  • Facilitated smooth operations by maintaining updated inventory records, anticipating supply needs, and placing timely orders for essential materials.
  • Aided in employee onboarding through training new hires on office procedures, software applications, and company policies.
  • Safeguarded company information by maintaining strict confidentiality protocols and ensuring secure document storage practices.
  • Reduced administrative errors by diligently proofreading office documents and maintaining accurate records.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Handle intake of new clients, set up new files, and closing of files
  • Notarize and witness client documents
  • Proficient in Microsoft Word, Excel, Net Docs and Tabs billing software programs
  • Ability to multitask in 16 attorney firm in a fast paced environment with minimal supervision
  • Analyzed deeds of trust.
  • Reviewed, edited and proofread legal documents.
  • Produced legal documents such as briefs, pleadings, motions, and appeals.
  • Communicated pertinent information to clients via phone, email, and mail.
  • Assisted in trial preparation by organizing exhibits, preparing witness lists, and coordinating trial logistics.
  • Drafted legal documents, including pleadings and motions, to support attorneys in various cases.
  • Streamlined administrative processes for better efficiency in handling caseloads, reducing paperwork backlog, and ensuring timely completion of tasks.
  • Assisted with trial preparation, including creation of exhibits, compilation of witness lists, and organization of evidence materials.
  • Handled billing tasks efficiently and accurately, ensuring smooth financial operations for the legal team.
  • Delivered exceptional service to clients by assisting them with routine needs like obtaining copies of pertinent records or directing them to appropriate resources when needed.
  • Managed accounts and client records of clients, observing confidentiality, and extreme discretion.
  • Managed high-volume workload while maintaining strict attention to detail on every task such as drafting pleadings or summarizing depositions accurately.
  • Handled office scheduling and made notes for deadlines, motions, and other important dates.

Front Office Administrative Assistant to Director

Heritage Place
03.2022 - 04.2023
  • Developed positive relationships with clients through attentive service during initial contact points like reception desk interactions or telephone call handling.
  • Safeguarded company information by maintaining strict confidentiality in all matters related to client accounts and internal operations.
  • Enhanced office efficiency by organizing and maintaining filing systems, managing appointment schedules, and handling incoming phone calls.
  • Worked with Executive Director to maximize revenues and adhere to budgeted cost parameters
  • Prepared lease agreements for residents ensuring accuracy and ran background checks, fund collections, and deposits
  • Assisted with employee schedules with ONSHIFT program
  • ADP workforce program experience in handling payroll, check stubs
  • Experienced in Relias training
  • Experienced with EDP property management software program to track 100 residents information, rent payments, and concessions
  • Assisted in meeting the goals of the property and residents and staffing relating to revenue management and government compliance

Legal Assistant/Receptionist

Gende Law
09.2019 - 06.2020
  • Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
  • Updated and maintained weekly client referral list for Gruber Law Offices and Gende Law Office.
  • Transfer data and client information into computer system.
  • Manage checks and invoices and client bills and settlements.
  • Handle med pay and insurance claims and subro itemizations
  • Answered phone and directed incoming calls to correct areas of office.
  • Managed multiple tasks and met time-sensitive deadlines.
  • Maintained confidentiality of information regarding clients and company.
  • Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
  • Cultivated positive relationships with clients through professional demeanor and excellent interpersonal skills.
  • Streamlined administrative tasks, such as filing and data entry, to support office efficiency.
  • Draft legal letters.
  • Researched discrepancies in testimony/depositions.
  • Maintained client files and organization skills with older files in back room.
  • Sorted mail each day.
  • Kept updated record logs of client cases to go over in staff meetings.
  • Organized, maintained and updated information in computer databases.
  • Handled payment records and settlement checks accurately.
  • Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
  • Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents to opposing counsel, insurance companies, and court.
  • Confirmed appointments, communicated with clients, and updated client records.

Lead Office Manager and Supervisor-(Seasonal)

Mosquitoguy
04.2018 - 10.2019
  • Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
  • Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
  • Calculate customer home and business quotes for services and bills accordingly.
  • Introduce new policies, rules, and regulations and ensure they are followed.
  • Organize and train new employees.
  • Manage and coordinate work orders and territory locations for technicians in two states.
  • Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
  • Manage other clerical staff and their duties.
  • Allocate and maintain office budgets.
  • Carry out business financial transactions.
  • Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
  • Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
  • Optimized office space utilization, leading to more efficient and productive work environment.

Education

Associates - Business

University of Phoenix
Brookfield, WI
01-2007

Barber/Cosmetology -

WCTC
Pewaukee
01-2005

Skills

  • Strong attention to detail
  • Proficient multitasking
  • Case file management and document organization
  • Proficient in Microsoft Office programs, Netdocs, Quickbooks, and Tabs billing programs
  • Calendar management
  • Drafting and editing of legal documents
  • Excellent & professional verbal and written communication with clients and legal team
  • Effective team collaboration
  • Document analysis
  • Attentive listener
  • Court filings

Timeline

Legal Assistant/Office Administrator

Cramer Multhauf
05.2023 - 07.2025

Front Office Administrative Assistant to Director

Heritage Place
03.2022 - 04.2023

Small Business Owner

Seasoned Selections
06.2020 - Current

Legal Assistant/Receptionist

Gende Law
09.2019 - 06.2020

Lead Office Manager and Supervisor-(Seasonal)

Mosquitoguy
04.2018 - 10.2019

Associates - Business

University of Phoenix

Barber/Cosmetology -

WCTC

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