Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of a new client.
Client & Short Job Description:
The client is an attorney solopreneur based in Colorado. She started her law firm this year and has been working with immigration law since 2009. She was a paralegal for a while. It’s been a long journey for her, and she finally became a lawyer this year. She has a lot of colleagues as attorneys who have been supportive to her, and she is doing a lot of contract work with them and has a handful of clients. She is starting to initiate some marketing and expects a high volume of calls. Her clients are usually from Mexico and Central America, and she’s got a few from South America, not too many. The client is mainly focusing on immigration law at the moment.
The client is super excited to bring someone on board for the long run. She would like the VA to answer phone calls and secure the consultation; this will take a little bit of sales skills as the VA will be the first person they are in contact with, so they need to be comfortable speaking over the phone. The VA will be helping her clients make appointments online, process any credit cards payments. If a client calls asking about any updates in their cases, the VA will provide that information, or if they need a copy of their contract, the VA will have access to send this information. The client is willing to train in everything needed, she is also creating new processes in her firm, so will be happy to grow with someone.
Software the client currently uses:
– “CampLegal” Software
– Google Voice as phone service
– Square Appointments
Job Highlights: Why should you apply?
– Ideal job for VAs with great organizational skills and hunger for growth
– Opportunity to be trained by the lawyer on the different processes
– Great opportunity to learn about immigration law and provide support to Latin American clients
DEADLINE TO APPLY: You must apply by Thursday, October 7th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Monday, October 11th, 2021.
Tasks required for the job
1. Answering the Phone & Taking Messages
– Answer calls and ask for client’s information, finding out whom they’d like to speak with, etc.
– Take a message if someone calls the office
– Answer inbound calls from potential clients and leads
– Make two types of outbound calls A) Call potential leads from a list, and B) Follow-up calls
– The VA may also need to send the client an SMS and email to follow-up, through an internal software
2. Calendar Management & Appointment Setting
– Help the law firm’s staff and/or CEO manage his calendar appropriately
– Schedule appointments with clients, and/or clients with other staff using the calendar, as necessary
– Save the appointments into Google Calendar, or any other calendar management system
3. Gathering Clients Info & Obtaining Documents
– Gather information from customers over the phone and email
– Get all their basic info such as their name, family’s name, relatives’ names, etc.
– Gather info about their customer’s last 5 years of places they lived, and where they worked.
– Enter all the information into the proper case management system or CRM
– Take notes and info from each client case and save it into the web-based system and adding them to her CRM.
4. Client Communication, Support & Follow-ups
– Write monthly letters to clients with a general update on their case
– Answer simple questions if a client calls and asks for an update about a case, court dates, etc.
– If the client asks a law-related question, take a message and/or forward the question to the right paralegal or attorney
– Follow up with clients to make sure the law firm has all the necessary documents, info, and details they need to build their case and submit it to court
– When clients need to make payments, the VA would need to make sure clients pay their bills
– Take credit card payments over the phone
5. Basic Marketing Tasks
– Develop basic Email newsletter campaigns to target the law firms’ leads and contacts
– Gather client testimonials and reviews, in order to get better rankings online
– Post on social media (Facebook, Instagram, LinkedIn, etc)
– Other simple, basic marketing/email marketing tasks
6. Gather Customer Testimonies & Stories (Affidavit)
– Client will be training the VA on how she needs them as she is very specific on the right questions to talk with customers over the phone and ask them to get their “declaration”
– Type the information while being on the phone taking the declaration from the customer
– Understand each customer’s specific situations, stories, and challenges
– Translations for birth certificates and other documents
– Translations of various documents from Spanish to English
– Translations of client’s conversations or declarations into English
8. Review & Check Client Information
– Review all documents and info submitted by clients through the online form they initially complete
– Make sure that clients provide an electronic signature, in order to hire the law firm for their services through “Docusign”
– Connect with the clients over the phone, email, and/or Zoom (video call) to review information
– Gather and review various documents, and organize them as needed for each client’s case
– Once the intake of each client’s story is done, write one-page summaries of the client’s case
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
This client is also looking for these requirements:
A) Communication & Language
Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively; The VA should have total fluency and not have to think of what to say, words should come out very naturally but no need to have a native accent in addition to advanced writing skills and vocabulary.; Comfortable with making calls and know how to properly communicate with clients.; Great customer service skills. Must be super friendly and personable on the phone.; Have great “emotional intelligence”, who can understand each customer’s situation.
B) Creativity & Proactiveness
Self-starter, proactive and innovative.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Take ownership, have a great attitude to get things done.; A creative person, and creative thinker, to be able to solve problems.
C) People & Relationship
Interested in knowing about what’s going on with each team member’s persona/work-life balance.; Supportive, and always be willing to help.; Must be able to separate “Business from emotions” as clients can get very passionate, and it’s important for the VA to remember that in the end, it’s just work.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.; Someone very patient, who could calm and make other people feel at ease under stressful situations.
D) Work Load & Stress Management
Project management experience, good at setting timelines, deadlines and fulfilling expectations.; Able to manage stressful situations without affecting them on a personal level.; Able to get things done, and have a positive attitude to do things.; Must be extremely organized and detail-oriented.; Great multi-tasker, able to prioritize, and have great time management skills.
E) Technology & Software
Computer savvy, able to teach systems and software to others.; Must have experience with documents management on Google Drive/ Dropbox.; Experience in managing tasks or project management tools.
F) Industry Specific – General Law
Have self-motivation rather than specific legal background/experience.; Willing to represent the company, his/her approach should be friendly and supportive.; Comfortable with talking to clients and listening to their stories.; Empathetic, and zero-judgmental.; Must have “thick skin” and be OK with talking about hard subject matters.
– Schedule: 6 hours a day / 9:00 am – 4:00 pm Monday-Friday Mountain Time with a 1-hour break.
– Hours: 35 hours/week