Administrative Specialist

Administrative Specialist

PJI Law, PLC, a boutique, service-focused, and fast-growing Virginia law firm, has a new full-time opportunity for an Administrative Specialist in its Richmond location. The position is as challenging as it is rewarding, and is ideal for a go-getter with a strong work ethic who is looking for a position in which to grow. Training will be provided, and experience in the legal field is not required.

As the "first impression" at our firm, you would play a pivotal role in ensuring a positive and welcoming experience for our clients, guests, and team members. You will also be responsible for a variety of receptionist duties, office operations tasks, and client-facing legal support responsibilities. The successful candidate would have experience in customer service in a client-facing role, with a focus on client satisfaction and the creation of exceptional client experiences.

This is an excellent opportunity to be part of a dynamic team and a forward-thinking organization in the legal industry.

Your duties as an Administrative Specialist would include the following:

• Warmly greet clients, guests, and team members.
• Make clients and guests comfortable, offering beverages.
• Create an excellent client experience consistent with the firm's mission
• Collect payments made at reception.
• Receive, sort, and direct mail and deliveries.
• Maintain a clean reception area and conference rooms.
• Clean the break rooms daily and restock supplies, food, and beverages.
• Prepare for and conduct Estate Planning Signing Ceremonies or serve as a witness.
• Perform general office duties such as preparing and sending documents, letters, and emails, photocopying and scanning documents, and scheduling meetings.
• Assist with the maintenance of office facilities and equipment.
• Assist with the coordination of various events and celebrations.
• As a team player, you would also be prepared to support all of the firm's other positions as necessary, and to serve as backup for other team members when appropriate.

As you get to know our clients, you will establish relationships with them and keep an ear out for any life events for which we should share our congratulations or condolences. You will play a large role in ensuring that our clients are happy and have a fantastic experience with our firm. Our firm exists to help those who wish to plan for the legal protection and security of their families and businesses, sometimes in the wake of a personal or professional loss, and this position is crucial in allowing us to effectively help them.

This position requires a person who is positive, energetic, and friendly (bubbly is a plus), who enjoys talking to people, and who possesses a natural inclination to want to help anyone they're talking to. If you are "moody" or don't believe you can treat a client on late Friday afternoon with the same spirit, care, and attention as a client on Tuesday morning, then this position is not for you.

It would be entirely possible for this position to sometimes involve you being on the phone with a vendor while a client walks into the office for an appointment, all while an attorney requires your help with a time-sensitive filing. If you do not think you can handle such a situation, or if you can only handle it while losing your positive attitude, this position is not right for you.

It is also important for you to be thick-skinned and to have the ability to deal with the occasional difficult situation with grace and professionalism.

Our firm offers long-term growth opportunities - team members who joined our firm in positions such as Administrative Specialists have often been promoted to more specialized positions, and some of them now occupy managerial positions at our firm. We maintain reasonable expectations in order to allow for a sustainable work-life balance. Our firm is well managed, and our office is a team environment, and you will be working with other friendly, kind, and wonderful members of our team who work hard to get the job done right, who take pride in their work, and who support each other through thick and thin.

Every year since 2022, we have earned the prestigious "Great Place to Work" certification, with our employees over those years praising our firm as a great place to work in an anonymous third-party survey. Our approach has allowed us to succeed and build a loyal client base that has sustained our strong growth and has earned us various awards as well as enthusiastic reviews from our clients.

As a result, every year since 2023, our firm has been honored with a place on the Inc. 5000 list, which celebrates the fastest-growing companies in the United States.

In an effort to preserve the integrity of our culture, we are selective in our efforts to identify good people who are also motivated professionals. If this is what you are looking for, then we would love to hear from you.

Additional qualifications include:

• Ability to multitask, be flexible, think on your feet, adapt to change and to changing…