Receptionist​/Administrative Assistant - Estate & Probate Law

Benefits

• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Free uniforms
• Health insurance
• Paid time off

Safe Harbor Law Firm provides personalized estate planning and elder law services. The Receptionist / Administrative Assistant supports client‑facing and internal operations teams by maintaining a polished office environment, ensuring seamless daily routines, and providing administrative assistance to attorneys and team members.

• Work Hours:
  
  8:30 AM – 5:00 PM, Monday through Friday
• Location:
  
  Naples (with occasional travel to Bonita Springs and Fort Myers offices)

Front Office & Client Experience

• Open the office daily and prepare reception, meeting rooms, and common areas for the workday.
• Greet all clients and visitors warmly, ensuring they are comfortable while waiting for appointments.
• Confirm initial meetings and follow up on client attendance or reschedules.
• Manage client check‑in and check‑out procedures.

Document Handling & Scanning

• Handle scanning of client documents at check‑out and support purging and archiving of inactive files.

Administrative & Weekly Office Duties

• Restock forms and client materials throughout the week.
• Prepare initial meeting folders and workshop folders as scheduled.
• Manage mail runs and post‑office drop‑offs (1–2 times per week).
• Maintain supply inventory and communicate replenishment needs to the Operations Manager.

General Office Support

• Keep reception and conference areas organized, stocked, and welcoming.
• Support other departments as needed to ensure client matters progress smoothly.
• Report any equipment, facility, or scheduling issues promptly to the Operations Manager.

Miscellaneous

• Support the Intake team by answering overflow calls and scheduling initial meetings or confirming appointments when lines are busy.
• Assist with witness duties during client signings.
• Prepare invoices or collect payments when needed.
• Coordinate with the marketing team for office events, workshops, or team meetings (e.g., folder preparation, sign‑in sheets, refreshments).
• Participate in ad hoc administrative projects as assigned by leadership.
• Maintain flexibility to support attorneys or team members in time‑sensitive matters.

Required Soft Skills

• Honesty and strong ethical character.
• Passion for helping others and connecting with people.
• Ability to manage multiple tasks in a fast‑paced environment.
• Treats all client interactions with care and compassion regardless of time of day.

• Professional office experience of at least 2–5 years.
• Inbound sales experience is a plus.
• Experience in intake for other law firms.

• Healthy base salary.
• 2 weeks paid time off to start.
• Retirement 401(k) matching up to 4%.
• Health, dental, and vision insurance.