Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of an existing client.
Client & Short Job Description:
The client is an immigration lawyer, she needs someone to work as a receptionist VA for the firm. Someone who will be able to take the calls, and have a quick interview with the clients. The client is prepared to work virtually since Covid.
They use a case management system called Serenade (there are tutorials on Youtube). The client already works with a paralegal.
The VA will have to be able to sell the idea of charging for the consultations.
Most of their clients are Dominican and Mexican 90%-95% speak Spanish. The client speaks Spanish as a second language and is looking for a Spanish native speaker with great English skills as well.
The client is looking for a VA with excellent communication & people skills. See more “Ideal Requirements” below.
Job Highlights: Why should you apply?
– Opportunity to work closely with a small team
– Opportunity to represent the firm by communicating actively with its clients
– Great chance to learn more about immigration law
– Opportunity to join a growing team of Virtual Latinos
DEADLINE TO APPLY: You must apply by Tuesday, June 22nd, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Thursday, Jun 24th, 2021.
Tasks required for the job
1. Answering the Phone & Taking Messages
– The VA will be in charge of receiving the phone calls and the messages through the system
– The system sends an email and will have to make the calls,
– The VA will also have to answer the texts and group chat messages
– The client like SMS as the main way of communication
– The VA will be in charge of calling ht clients, they don´t receive the calls,
– They get 50-60 calls a day the VA will be in charge of qualifying
2. 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
3. General Admin Tasks
– Help with filing mail that was received in paper and scanned. The mail has to be filed into the correct digital client folder. May involve using Dropbox, Google Drive, etc.
– Help with email-related items.
– Help the law firm develop, create, and document the company’s SOPs (standard operating procedures)
– Write short articles about clients’ stories/cases or legal related topics
– Prepare office reports
– Keep the referrals and partners up-to-date on what happened to clients referred by them
– 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
4. Calendar Management & Appointment Setting
– The client charges for the consultation ($75)
– The VA will have to make the appointments and charge for the client
– The client uses Google Calendar
– 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
5. 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
– 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
6. 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
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 them on Excel lists
Requirements:
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:
Ideal Requirements
A) Communication & Language
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 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.; Ideally looking for someone super friendly, cool, and interesting.
B) Creativity & Proactiveness
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.; Have the initiative to help the customer with lots of things.
C) People & Relationship
Easy to speak with and a good listener.; Supportive, and always be willing to help.; 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.
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.; Comfortable with a fast-paced and changing environment.; Should be smart and a great problem-solver.; Should be very hard-working, comfortable with having a lot to do all the time.
E) Technology & Software
Computer savvy, able to teach systems and software to others.; Must have experience with documents management on Google Drive/ Dropbox.; Should have experience using a CRM like Salesforce or other.
F) General Law
Someone with previous experience in Law Firms or related.; 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.
Work Details:
-Schedule: Between 10 am to 6 pm Monday to Friday and if possible 2 hours on Saturday, Eastern Time.
-Hours: 31hrs/week then moving into 40hrs/week
