Administrative Coordinator

Job Title: Administrative Coordinator

Location: Orlando, Florida

Position Type: Full-Time

About Us:

At Aspire Legal Solutions PL / My Land Trustee, we are a dynamic and rapidly growing law firm and land trust company based in Orlando, Florida, that provides comprehensive legal, land trust, and real estate transaction services to our valued clients. Our commitment to excellence, collaboration, creativity, accuracy, honesty, and humility drives our actions. We operate under the Entrepreneurial Operating System (EOS), guiding our focus, discipline, and commitment to achieving our vision.

Job Description:

We are seeking a detail-oriented and organized Administrative Coordinator to join our team. In this critical role, you will be the face of our firm, sitting at the front desk and handling a wide range of administrative tasks to ensure the smooth operation of our office. Your responsibilities will encompass a variety of duties, including mail handling, scanning, delivery intake, supply ordering, conference setup, kitchen maintenance, appointment scheduling, lead intake and triage, check deposits, and QuickBooks entry.

Key Responsibilities:

Front Desk Management:

• Greet and welcome clients and visitors with a professional and friendly demeanor.
• Answer, handle and direct incoming phone calls to the appropriate department.
• Maintain a clean and organized front desk area.

Mail Handling:

• Receive, sort, and distribute incoming mail and packages.
• Prepare outgoing mail and packages, including postage and shipping labels.
• Scan and import into Clio, our matter management system.

Common Areas Maintenance:

• Keep the kitchen area clean, tidy, and well-stocked.
• Keep bathrooms tidy, and well-stocked.
• Monitor and restock all office supplies, including, but not limited to kitchen, bathroom and copiers.

 Administrative Support:

• Scan and file documents, ensuring the organization and accessibility of electronic files.
• Manage supply inventory and place orders as needed.
• Set up conference rooms for meetings and ensure they are well-maintained.
• eRecording documents with various jurisdictions.
• Other duties as directed by Senior Management.

Appointment Scheduling:

• Schedule appointments, ensuring efficient use of time.
• Maintain and update appointment and conference room calendars.

Lead Intake and Triage:

• Handle incoming leads and inquiries, providing initial information and directing inquiries to the appropriate team members.

Financial Administration:

• Deposit checks received by the firm.
• Assist with QuickBooks data entry as needed.

Requirements

• High school diploma or equivalent; additional education or training in office administration is a plus.
• Proven experience in an administrative or office support role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency with office software, including Microsoft Office Suite.
• Ability to handle confidential information with discretion.
• Bilingual, a plus.

Benefits

• Competitive salary and benefits package.
• Opportunities for professional growth and development.
• Collaborative and inclusive work environment.
• Supportive and dynamic team.
• Work-life balance and flexible work arrangements.

We look forward to considering candidates who share our values and dedication to delivering outstanding service.