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:
Immigration Law Firm in Florida that has been in business for 7+ years, owned by two co-owners who are the attorneys. Currently, the team is made up of just the two of them, which is why they’re very busy. They do have a 3rd party answering service to take calls and take messages, but that’s it.
They only focus on family and humanitarian-based immigration cases, which usually means that the VA they’re looking for must have a LOT of patience. Many of their clients don’t have an email and require a lot of support/help. The clients require a lot of “hand-holding”, and explanations of everything in each step of the process. The VA must also be comfortable with dealing with domestic violence, and sexual assault cases, and be able to be mature about this when speaking to clients about their personal lives.
They’re looking for a VERY detail-oriented VA, as it’s EXTREMELY important to work with someone who doesn’t make any mistakes when filling out forms for immigration/legal purposes, as well as very organized in order to take care of all the company’s clients immigrations cases. See more “Ideal Requirements” below.
Software the client currently uses:
– Vonage for VoIP
– Clio for Case Management
– DocketWise for immigration forms.
Job Highlights: Why should you apply?
– Opportunity to work closely with the firm’s owners
– Opportunity to learn about family and humanitarian-based immigration in the US
– Opportunity to showcase your organizational & people skills
DEADLINE TO APPLY: You must apply by Sunday, January 16th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Tuesday, January 18th, 2022.
Tasks required for the job
1. Answering the Phone & Taking Messages
– The company already has a VoIP system, called Vonage.
– Answer calls and ask for clients’ information, find out who they’d like to speak with, etc.
– Transfer the call to the correct person, if not available then take a message
– 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. 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. Calendar Management & Appointment Setting
– The owners currently share each other’s calendars via Outlook 365.
– The VA will help clients to book appointments with one or both of the owners. It will be done manually
– Currently, they don’t have any automated booking system.
– 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
4. Filtering & Qualifying New Leads
– Help the law firm talk to all leads and figure out how to qualify new potential leads
– 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
5. Gathering Clients Info & Obtaining Documents
– The company uses Box.com for organizing documents
– The VA will have access to that for all client cases
– As needed, the VA will need to call people over the phone to request docs
– 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
– Both Live translations, and translation of documents needed
– Translations for birth certificates and other documents
– Translations of various documents from Spanish to English
– Translations of client’s conversations or declarations into English
7. Prepare Case Indexes
– Prepare case indexes with all the reports, statements, and affidavit
– Help legal assistants to put the client’s case and all documents together
8. Fill Out Forms & Questionnaires
– The company uses Docketwise to fill out forms, the VA will be asked to help fill out forms
– Some are converted from PDF into other documents
– The VA will provide support to the client as needed with these tasks
– 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
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 phone personality, be able to be stern and to handle objections, and answer any questions.; 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.; 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
Easy to speak with and a good listener.; 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
IMPORTANT: Must be able to meet the regular business office hours but open to overtime.
E) Technology & Software
Knowledge or willingness to invest time in training themselves on the different platforms of the business.; Must have experience with documents management on Google Drive/ Dropbox.; Should have experience with Microsoft Excel and the overall Microsoft Office.
F) Industry Specific – General Law
Empathetic, and zero-judgmental.
-Schedule: Monday to Friday, 9:00 am to 5:00 pm EST
-Hours: 40 hours/week