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Beacon Hill’s client, an AmLaw 100 firm, is seeking entry-level Claims Recovery Administrative Assistants to support their team.
- Location: Irvine, CA 92614 (Hybrid – 3 days onsite, typically Tuesday-Thursday)
- Start: ASAP
- Duration: Open-ended, with potential for conversion to direct hire (typical conversion timeframe: 4-6 months, though not guaranteed)
- Hours: 37.5-hour workweek; ability to work overtime as needed
- Schedule: Monday-Friday, 9:00 AM – 5:30 PM (1-hour unpaid lunch)
- Pay: $30-$35/hour, depending on experience
Job Summary
The Claims Recovery Administrative Assistant provides administrative support to attorneys and paralegals on the Claims Recovery Team. The Assistant will be responsible for preparing routine correspondence and reports, maintaining databases, coordinating meetings, and tracking statuses of matters to ensure compliance with client and firm guidelines.
Knowledge, Skills, and Abilities
- Ability to maintain strict confidentiality and demonstrate a high level of attention to detail.
- Demonstrated ability to communicate clearly and effectively, both orally and in writing, with internal and external contacts, including attorneys and team members.
- Demonstrated working knowledge of Windows and Microsoft Office, including intermediate proficiency in Word and Excel.
- Must possess a thorough command of the English language, including excellent spelling, grammar, and punctuation.
- Demonstrates ability to work effectively both independently and with others in a cooperative, enthusiastic, innovative, and friendly manner to accomplish position functions and participate in team efforts.
- Demonstrated ability to adapt to changing priorities, maintain a productive and committed work effort, apply strong critical thinking and problem-solving skills, and handle difficult situations and/or individuals while meeting deadlines and managing workload.
- Ability to accurately type 50+ words per minute.
- Ability to safely lift, move, and carry items without assistance, weighing up to 20 lbs.
Education
- Bachelor’s degree
Responsibilities
- Prepares new matter paperwork to open matters, ensuring accuracy and completeness.
- Prepares and manages client quarterly reports, ensuring timely and accurate delivery.
- Prepares weekly recovery summaries, submitting to senior team members for review, and incorporates all revisions and updates for distribution to attorneys.
- Tracks the status of all matters and prepares client authorizations upon request, ensuring compliance with client and firm guidelines.
- Prepares daily DocuSign packages and distributes to responsible attorney and client.
- Prepare, open, and track client engagements for supplemental recovery groups.
- Creates and maintains matter files to ensure efficient retrieval of data and update records as needed.
- Update and maintain firms practice management database system.
- Drafts retention letters, engagement confirmations, status emails, and other routine correspondence, and enters and maintains associated data in internal databases.
- Maintains contact information and other related data in DealCloud, ensuring data accuracy.
- Processes incoming/outgoing correspondence as needed, prepares any Abbreviated Trackers for attorney approval, and follows up as necessary to ensure timely completion.
- Track invites and RSVPs related to conferences and events for the department.
- Saves and maintains call notes related to client meetings, ensuring accurate and timely completion.
- Acts as a backup for updates to various tracking spreadsheets, including the retention tracking chart, and other firm and group databases.
- Acts as a backup for tracking engagements and maintains status in Retention Chart database.
- Utilize firms AI tools to facilitate processes for the department.
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