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:
Immigration and Family Law firm in Texas with 3+ years in business, with 6+ years of experience in law. Half of the staff work remotely. 99% of the clients speak Spanish, so they’re looking for help in Spanish. There’s a team of 7, 2 attorneys, 2 legal assistants, 1 admin assistant, and an office manager.
Most of their focus is in immigration law, usually representing clients before immigration defense, help people get work permits, green cards, Citizenship, etc.
The legal assistant VA will work under the paralegal.
Software the client currently uses:
– Clio and DocketWise for cases
Job Highlights: Why should you apply?
– Opportunity to help Spanish speaking clients
– Opportunity to learn more about immigration in the US
– Ideal job for customer-oriented VAs
DEADLINE TO APPLY: You must apply by Wednesday, June 9th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Friday, June 11th, 2021.
Tasks required for the job
1. Answering the Phone & Taking Messages
– They have a VOIP phone system, called RingCentral.
– Answer calls and ask for client’s information, finding 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
– They use Clio, a case management system for lawyers.
– 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 understand 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. 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
6. Gathering Clients Info & Obtaining Documents
– Most of their clients do not have access to email, yet the company do prefer to get documents by email
– Sometimes the clients come into the office to drop of documents
– Clients can also send documents via Text messages, which is linked to their system (Clio)
– They’re looking for the ability to also send documents via Whatsapp.
– All training will be provided to the VA
– 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
7. 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
8. Translations
– NO need to translate documents
– Only translating for clients meetings, court appearances, and other types of translations
– Live translations during client meetings with the attorney/lawyer.
– Translations of client’s conversations or declarations into English
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:
MOST IMPORTANT REQUIREMENTS:
– This is a very customer-related position so they must have a very friendly manner, and have excellent English & Spanish speaking and writing skills.
– Must be kind, patient, and pays LOTS of attention to details
– Must know how to follow instructions very well
– Proactive, and takes initiative
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.; Must have a great memory, be able to remember clients, and/or follow scripts.; 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
Self-starter, proactive and innovative.; Go-getter and/or entrepreneurial attitude.; Someone who can work independently, resourceful to find things on their own.; Take ownership, have a great attitude to get things done.; Must know how to propose solutions to problems and be super helpful.
C) People & Relationship
Supportive, and always be willing to help.; Great customer skills. Really good with people and friendly.; High Interpersonal skills positive and with a good sense of humor.; Outgoing person able to communicate and interact with a variety of people.; 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 note-taking and notation skills (in writing by hand and/or on the computer).
E) Technology & Software
Computer savvy, able to teach systems and software to others.; Should have experience with Microsoft Excel and the overall Microsoft Office.; Video editing background, edit/cut videos to convert into simple clips, and/or add audio files into the videos.
F) Industry Specific
– Ideal, but NOT required: Someone with previous experience in Law Firms or related.
– Must NOT have a law degree (the client is not interested in working with lawyers).
– 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.
Work Details:
-Schedule: Monday-Friday 8:30 am to 5:30 pm with 1-hour break, Central Time.
-Hours: 40 hours/week
