Ignite HR Solutions

Assist with client inquiries, manage documentation, prepare invoices, and support project documentation in a legal administrative environment. | High school diploma, 1+ years administrative/customer service experience, proficiency in MS Office, Adobe Acrobat, QuickBooks, and ability to learn new software. | Job Description: • Respond to initial client inquiries during evening/weekend hours • Follow-up on new leads in Lead Docket, our CRM/lead generation software, and manage documentation • Maintain and update contact databases of law firms and legal organizations • Process and organize lead information according to established protocols • Create and send initial estimates for case services • Prepare intake invoices and retainers for new cases • Manage pending cases in FileVine, including processing and organizing discovery documents using company-specific procedures and tools • Monitor project timelines and update task lists for active cases • Prepare invoices for completed work on existing cases • Book travel arrangements for expert testimony, including flights, hotels, and ground transportation • Support the Project Coordinator with maintaining comprehensive project documentation and coverage during staff absences or high-volume periods • Finalize all expert reports by checking for grammatical errors and proper punctuation • Ensure citations are formatted properly according to company standards • Add company logo, header, footer, and expert signature to documents • Convert finalized documents to Adobe PDF format • Ensure all reports meet company quality standards before submission • Monitor and respond to communications during evening/weekend hours • Serve as backup for team members during absences or high-volume periods • Perform other tasks as assigned by senior staff and management Requirements: • High school diploma or equivalent required • 1 Year administrative or customer service experience required • Basic understanding of Customer Resource Management (CRM) and project management principles • Excellent written and verbal communication skills • Ability to work independently with minimal supervision • Strong organizational skills and attention to detail • Strong proofreading and editing skills • Proficiency in Microsoft Office suite • Proficiency with Adobe Acrobat Pro and QuickBooks • Experience with preparing estimates and invoices preferred • Attention to detail in document formatting and financial calculations • Ability and willingness to learn new software quickly (FileVine, Lead Docket, etc.) • Ability to maintain confidentiality when handling sensitive information • Availability to work afternoons/evenings and weekends Benefits: • 401K w/Employer Match • 11 Paid Holidays plus 1 floating holiday • Paid Sick Leave • Paid Vacation • Remote Work Environment • Opportunity for Growth and Leadership Development • Onboarding Includes on the Job Training and Mentorship • Family-Oriented Business Culture with Reasonable Flexibility • Tuition Reimbursement