Administrative Assistant

The Mortgage Law Firm•Temecula, CA

2d•$20 - $24

About The Position

Provides clerical support to the office staff and performs receptionist duties. Performs various clerical and data entry functions. Professional and effective communication skills. Attention to detail with ability to multi-task and work well under pressure.

Requirements

High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
Computer skills required: Microsoft Office Suite; Payroll Systems; Multi-Line phone systems, scanners, copiers.
Minimum typing speed of 50 WPM
Strong verbal and written communication skills, with the ability to clearly convey information to clients, colleagues, and leadership.
Demonstrated customer‑service skills, including professionalism, responsiveness, and the ability to resolve inquiries effectively.
Excellent organizational and time‑management abilities, with a proven ability to manage competing priorities and meet deadlines.
High attention to detail and accuracy, especially when reviewing documents and updating case information.
Strong problem‑solving and critical‑thinking skills, with the ability to assess complex situations and determine effective solutions.
Proficiency in Microsoft Word, Adobe Acrobat, Internet Explorer, and Microsoft Access, with the ability to learn additional technology platforms as required.
Ability to work independently and collaboratively within a fast‑paced, deadline‑driven environment.
Adaptability to changing client expectations, internal processes, and industry requirements.

Responsibilities

Provides administrative and operational support to the Office Manager, assisting with daily office functions, coordination of activities, and completion of assigned tasks.
Responsible for handling incoming calls, including responding to requests from callers, forwarding calls to appropriate staff members, and relaying messages to appropriate staff members where applicable.
Responsible for receiving and distributing incoming “checks” for accounting, and other departments where applicable.
Responsible for ensuring compliance with the firm’s visitor policy and procedures, including greeting, directing, and documenting all visitors in accordance with security procedures.
Composes correspondences and inter office memos as directed.
Orders supplies and maintains supply inventory.
Uploads all mailing affidavits to client portals.
Inputs information accurately from a variety of sources into the firm database.
Responds to Bankruptcy Reporting calls and prepares request form to forward to the appropriate staff.
Receives Reinstatement and Pay-Off calls and prepares request form to forward to the appropriate staff.
Responsible for reviewing incoming faxes, and distributing the faxes to the appropriate staff members in a timely manner.
Responsible for the review and distribution of incoming and outgoing mail, including scanning incoming and outgoing mail to internal database for record keeping.
Prepares and affixes correct amount of postage for all outgoing mail.
Ensure hospitality for all visiting clients, including preparation of the conference room.
Assists the Office Manager with tasks.
Performs other related duties as assigned by management.