ADMINISTRATIVE ASSISTANT - Rafael Figueroa, P.C. : Job Details

Do you thrive on making things run smoothly, staying one step ahead, and keeping everything in order without missing a beat? If you're the type of person who loves bringing structure and clarity to the chaos, we want to talk to you.

At our Hoboken, NJ law firm, we provide trusted legal guidance on both business and personal matters, and we need someone whos as passionate about supporting a team as we are about serving our clients. We handle everything from corporate and commercial real estate to family/business immigration and estate planning. As we grow and expand, were looking for an administrative assistant who not only keeps things organized but also contributes to the heart of what we do.

How Youll Make an Impact:

1. Office Support Youre the backbone of our daily operations.

• You know that every call matters, and you ensure client calls and voicemails are handled quickly and thoughtfully.
• You take pride in keeping the office running smoothly managing schedules, organizing client meetings, court hearings, and case deadlines.
• Keeping things in order is second nature to you: opening mail, scanning, filing, shredding documents when needed, and ensuring the office is always well-stocked with supplies.

2. Case Management You love having everything in its right place.

• New clients? Youll make sure theyre set up in our Case Management System (CMS) without a hitch.
• You ensure clients are not just numbers they receive welcome emails, stay informed with timely updates, and their documents are organized and accessible in the CMS.
• When someone needs a quick answer, they can turn to you because everything is right where it should be.

3. Client Billing You keep things on track and ensure nothing falls through the cracks.

• Youll be in charge of making sure client retainers and invoices are up to date in the CMS, following up on missed payments, and keeping our billing running like clockwork.

4. Client Closeouts You know how to tie up loose ends.

• Ensuring clients are paid in full, sending closing letters, and even requesting Google reviews youre there to make sure everything ends on a high note.

5. Prospective Clients Youre the first point of connection.

• Youll keep track of potential clients, manage work quotes, and ensure smooth scheduling for consultations and follow-ups, helping us grow our practice.

6. Special Projects You love being part of something bigger.

• Whether it's implementing new client onboarding processes or assisting with operational improvements, youre the go-to person for keeping projects moving forward.
• Youre proactive, take initiative, and love having a hand in making the firm better.

What Sets You Apart:

• Youre not just someone who follows instructions you anticipate needs and take ownership of your role.
• You thrive in environments where your organizational skills shine, and youre always thinking about how to make things better.
• You love being part of a team that feels like a family where everyones contributions matter, and you can make a real difference in both the lives of your coworkers and clients.
• You value communication and connection, ensuring every client interaction feels personal and thoughtful.

If you speak fluent English and Spanish, have a proven track record as an administrative assistant (especially in the legal field), and feel energized by the thought of working in a supportive, growth-oriented law firm, this could be the perfect fit for you. We offer a competitive salary, benefits, overtime pay, and bonuses plus, the opportunity to work both in-person at our Hoboken office and potentially some virtual work.

How to Apply:

If this sounds like you, wed love to hear more about how you can make an impact on our team.

To apply, please send a well-written cover letter and resume in PDF format to [email protected]. In your cover letter, please answer the following three questions:

We look forward to learning more about you!