Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of one of our clients.
Client & Short Job Description:
The client has been an attorney since 2006 and solely focused on immigration cases since 2007 in Carson, California. Initially, the client was working for a large immigration firm but in 2010 she decided to move forward and open up her own firm to help clients. The attorney currently helps clients residing in different states across the U.S and as well individuals that are outside of the U.S, trying to come in legally. Most of the clients are in Mexico or they are from Central America which means the majority of the clients are Spanish-speaking.
The type of cases that the attorney takes is family petitions, permanent residency, waivers, U visas, DACA, citizenship, immigration, and criminal records analysis. The attorney does not do any court cases, employment immigration, or asylum cases. The attorney currently has 1 local part-time assistant who mostly works remotely through the home office and comes in a couple of times a month to the office. The attorney will be training and managing the new VA herself as this VA will be the main Administrative Assistant.
Software the client currently uses:
Job Highlights: Why should you apply?
– Opportunity to work with Spanish speaking clients
– Learn more about the processes of family petitions, citizenship, permanent residency
– Great opportunity to work directly with the firm’s owner
DEADLINE TO APPLY: You must apply by Monday, November 8th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Wednesday, November 10th, 2021.
Tasks required for the job
1. Answering the Phone & Taking Messages
– Answer calls and ask for clients’ information, find out whom they’d like to speak with, etc.
– 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
– The client will forward via email incoming or missed calls that the answering company had taken during the hours the VA wasn’t working. After the VA will need to call back the client and follow up.
– The VA will be using the client VOIP phone system which is Goto
2. Filtering & Qualifying New Leads
– The VA will be replying to the clients that are reaching out through their chatbox (Manychat) on their website. Once the VA gets in contact, he or she will request the phone number of the client to reach out via phone.
– The VA will need to make sure it is the type of case that they can intake. The VA needs to make sure that it is not a court case, as this firm does not take clients with court cases.
– Properly understanding the answers to each question to qualify as good or bad leads
– Those who are qualified and good leads will then be asked to book a call with the law firm’s team and/or attorney
– Help leads understand the value of having a consultation with the firm. The main part of the phone tasks will involve “selling” consultations.
3. Client Communication, Support & Follow-ups
– 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
– Write monthly letters to clients with a general update on their case
– Take credit card payments over the phone
– The VA will be using Docketwise software to manage the client’s documents over their cases.
4. General Admin Tasks
– Help with texting clients with payment reminders.
– Improve and organize the documents library, which includes a variety of legal documents, questionnaires, templates, etc.
– Manage online documents, including editing/labeling documents correctly as needed, and/or changing document names
– The VA will be using google sheets and google docs to manage the majority of the data of their clients.
5. Basic Marketing Tasks
– Manage client letters, which are already written. The task mainly involves sending the client the correct one (they have three categories: Pending, Waiting, or Active letter)
– Gather client testimonials and reviews, in order to get better rankings online
– Post on social media (Facebook, Instagram, LinkedIn, etc)
– Help the attorney with some updates over Wix.
6. Client Management in CRM System
– The VA will be using Docketwise to manage their leads.
– Download documents from attachments and create new “case files/records/contact” into the CRM database
– Take notes and info from each client case and save it into the web-based system
– Upload documents as needed for each case. (Dropbox/Google Drive)
– Input potential clients/leads into the system
7. Calendar Management & Appointment Setting
– The attorney’s available time slots based on the type of meeting is google calendar which also interacts via Docketwise CRM software.
– 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
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
The 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.; Should be “coachable”, willing to learn new skills, and can follow directions.; 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.; Quick learner, willing to learn new things, and able to pick up issues/problems fast.
C) People & Relationship
Great customer skills. Really good with people and friendly.; Outgoing person able to communicate and interact with a variety of people.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.; Must be able to have the great judgment of situations, to decide how/when to act accordingly.; Someone very patient, who could calm and make other people feel at ease under stressful situations.
D) Work Load & Stress Management
Able to get things done, and have a positive attitude to do things.; Must be extremely organized and detail-oriented.; Great note-taking and notation skills (in writing by hand and/or on the computer).; Should be smart and a great problem-solver.; Great multi-tasker, able to prioritize, and have great time management skills.
E) Technology & Software
Knowledge or willingness to invest time in training themselves on the different platforms of the business.; Should have experience with Microsoft Excel and the overall Microsoft Office.; Google Sheets’s experience and understanding.
F) Industry Specific
Someone with previous experience in Law Firms or related.; Must NOT have a law degree (not interested in working with lawyers).; Willing to represent the company, his/her approach should be friendly and supportive.; Comfortable with talking to clients and listening to their stories.
– Have office or sales experience is a must for the position, as the VA will be managing communications with clients and potential clients to help them understand the value of the consultations with the attorney.
– Schedule: Monday – Friday 11:00am to 5:00pm PST
– Hours: 31 hours/week