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 attorney is a South Florida native with extensive experience representing hardworking individuals who face discrimination, harassment, retaliation, unpaid wages, and wrongful termination in the workplace. The attorney is an active member of the National Employment Lawyers Association (NELA) since 2015, the Florida Chapter of the NELA since 2016, and the Florida Bar Labor and Employment Law Section, as well as winning Super Lawyers’ Rising Star award for several years in a row. The attorney has been in the practice of employment law for over 7 years now and has always been working virtually with the clients. The attorney helps clients from all sorts of industries and backgrounds, from high-level professionals to employees with minimum wage jobs. The majority of the clients are Spanish-speaking as per his location. The attorney is seeking a multi-functional receptionist with great communication skills.
The VA will be answering the phone and replying to emails. The VA will be in charge of filtering and qualifying leads. The VA will be also following up with the clients to remind them about meetings and as well as to gather the documents necessary.
Software the client uses:
– One Drive
– Microsoft Teams
– RingCentral and Grasshopper
– Practice Panther
Job Highlights: Why should you apply?
– Opportunity to learn about labor law
– Great opportunity to help the law firm qualify leads for the services offered
– Ideal for VAs with great communication skills
DEADLINE TO APPLY: You must apply by Wednesday, November 24th at 11:30 pm PT. Our team will set up interviews for the selected candidates for Friday, November 26th, 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.
– 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
– The VA will be in charge of managing the clients that are calling in.
3. 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
– Pre-screen new potential clients, and make sure they’re the right fit to be clients
– Coordinate with multiple people by making calls and handling email
– The VA will be in charge of calling the clients that have appointments and making sure that they show up to the appointment.
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
– The VA will have to understand the reason for the client seeking out their services.
5. Gathering Clients Info & Obtaining Documents
– Gather information from customers over the phone and email
– Get all their basic info such as their name, family’s name, relatives’ names, etc.
– Enter all the information into the proper case management system or CRM
– The VA will need to gather all their employment history.
6. Gather Customer Testimonies & Stories (Affidavit)
– Talk with customers over the phone and ask them to get their “declaration”
– Type the information while being on the phone taking the declaration from the customer
– Understand each customer’s specific situations, stories, and challenges
– The VA will have to do a timeline of events to investigate the case that the client is seeking help with.
– Translations of various documents from Spanish to English
– Translations of client’s conversations or declarations into English
– The VA will be translating emails and SMS as well.
8. Organize Digital Files
– 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
– Make sure that info is always up-to-date
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. 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.; 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.; Take ownership, have a great attitude to get things done.; 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
Must be extremely organized and detail-oriented.; Great note-taking and notation skills (in writing by hand and/or on the computer).; 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
Must have experience with documents management on Google Drive/ Dropbox.; Should have experience with Microsoft Excel and the overall Microsoft Office.; Experience in managing tasks or project management tools.
F) Industry Specific – General Law
Comfortable with talking to clients and listening to their stories.; Empathetic, and zero-judgmental.; Must have “thick skin” and be OK with talking about hard subject matters.
– Someone with good communication skills
– Schedule: Monday-Friday 9 am to 5 pm EST
– Hours: 40 hours/week