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 Injury Law Firm with multiple locations all throughout Southern California since 2004; their goal is championing and defending the interests of individuals who have been physically injured or killed as a result of the negligence of another party. Personal injury victims are often the most vulnerable people who need legal representation the most. These victims have just undergone a serious injury and are not in a position to bring a personal injury claim and/or pursue a lawsuit. The main areas of practice are any form of personal injury, wrongful death, and accident mediation.
The main attorney of the firm was recognized as a Super Lawyer by the California Super Lawyers Magazine, also been recognized by the National Trial Lawyers Magazine as a top 100 trial lawyer in the country, and is also a proud member of the Million Dollar Advocates Forum and Multi-Million Dollar Advocates Forum (which is a distinction for attorneys who have recovered $2 million or more on a single case). The company is projecting to expand to Texas as well. The company has 80 employees in total and specifically in the Case Management department, there are 30 employees. They already have a very firm structure for training and growing individuals within the firm.
Software the company currently uses:
– Filevine for CRM
Job Highlights: Why should you apply?
– Opportunity to join a law firm with award-winning attorneys.
– Ideal for VAs who are tech-savvy and want to learn more about case management.
– Join a company with a well-established structure for training and growth.
DEADLINE TO APPLY: You must apply by Monday, October 25th at 11:30 pm PT. Our team will set up interviews for the selected candidates for Wednesday, October 27th.
Tasks required for the job
1. 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 keeping in touch with the insurance company
– The VA will help the client with property damage issues
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
– The VA will fill out an intake and save it into the client’s file
– 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
4. Follow-up with Clients
– VA must constantly 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
– VA must follow-up over the phone, text message, email, Whatsapp, or whatever is necessary to get the info they need from each client. This may include booking calls and/or appointments with clients, adding them to a calendar AND then again following up to make clients shows up
5. Medical Treatment Assignment (Injury Lawyers)
– Help clients book appointments with a doctor or correct medical provider
– Work with existing doctors, hospitals, and providers and/or search for new ones as needed
– Find out the medical cost for the client, in order to find out what the “damages” are, which will be part of the case
6. Fill Out Forms & Questionnaires
– Fill out multiple forms and put them together in a folder
– Prepare the PDF forms pre-filled with the client’s information, after gathering the info and facts.
– Attach and create the exhibits for each client, ensuring that all items are there
Send forms and exhibits to the lawyer for a final review
7. Client Management in CRM System
– 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
– Log the specific costs/purchases/charges used by each paralegal and reconcile on Excel lists
8. Managing Claims with Insurance Companies
– Call insurance companies to make a claim
– Use resources and complete scripts to make such claims
– Set up new cases for new clients, so they can gather all the necessary info from each client before they start a claim
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
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.; Great phone personality, be able to be stern and to handle objections, and answer any questions.; 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
Should be “coachable”, willing to learn new skills, and can follow directions.; 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.; Take ownership, have a great attitude to get things done.; Have the initiative to help the customer with lots of things.
C) People & Relationship
Supportive, and always be willing to help.; Great customer skills. Really good with people and friendly.; 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
Must be extremely organized and detail-oriented.; Comfortable with a fast-paced and changing environment.; Should be very hard-working, comfortable with having a lot to do all the time.; Must be able to meet the regular business office hours but open to overtime.; 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.; Should have experience with Microsoft Excel and the overall Microsoft Office.; Should have experience using a CRM like Salesforce or other.
F) Industry Specific – General Law
Someone with previous experience in Law Firms or related would be ideal but not expected!
– Someone with good communication skills.
– Someone that is tech-savvy and quick with learning systems.
– Schedule: Monday – Friday 9:00 am to 5:30 PM PST
– Hours: 31 hours/week