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:
New York-based law firm focused on personal or work-related accidents and injury law. The vast majority of their clients are Latino/Hispanics from New York. The company has 50+ years in the industry and is well known in New York. They currently have 3 senior lawyers, 2 paralegals, plus 4 admin and marketing assistants. They also work with third-party contractors such as investigative firms, etc.
The company invests in Google Ads and social media marketing to attract new clients. Most of the clients are from the construction industry, automotive accidents, motorcycle accidents, etc. Yet, Labor-law cases are their bread and butter.
The VA’s role will be as intake coordinator (pre-sales), to help potential clients learn about the law firms’ services, talk about what they offer, how they can help, and vet if the client is the right fit. About 70% of the work is over the phone (mostly after reviewing and listening to voice messages), and 30% via written format on social media.
Job Highlights: Why should you apply?
– Opportunity to help Latino community in their legal processes
– Join a firm with extensive experience in their field
– Work with a small team with a great working environment
DEADLINE TO APPLY: You must apply by Thursday, November 4th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Monday, November 8th, 2021.
Tasks required for the job
1. Answering the Phone & Taking Messages
– This is the main task of the intake coordinator job, which includes listening to existing voicemails, talking to the client/lead (to learn what they’re looking to do or need), then consulting/asking the lawyers inside the company if they can help the clients or not (while keeping the client/lead on the line on hold). If needed, the VA will follow-up and get back to the clients/leads with an answer if they can help them or not
– The company uses Google voice for all the incoming/outgoing calls
– 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. Social Media Communication Coordinator
– Answering and replying to messages on Social Media
– Same job as the main one over the phone, but via social media
– Asking for clients’ phone numbers over social media
– The company uses Facebook and YouTube as their main platforms
3. 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
4. Gathering Clients Info & Obtaining Documents
– Save all intake notes from clients/leads into the company’s system called Needles (https://www.needles.com/)
– The VA will need to create a new record/file to save each client’s info there, plus FULL notes of each client’s case/needs
– 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
5. Calendar Management & Appointment Setting
– Help the clients/leads to make appointments with lawyers
– VA will be able to get “tentative” booking dates/times, and the lawyers’ assistant will then confirm them
– The bookings system will then send the clients an email with the info and address of the law firm’s office.
– This can be done via the Needles system, which is linked/connected to the lawyer’s Outlook calendar.
– Some of the appointments are booked with the lawyers, but some are booked with the paralegals as needed.
– Help the law firm’s staff and/or CEO manage his calendar appropriately
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; 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.
B) Creativity & Proactiveness
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 very patient, who could calm and make other people feel at ease under stressful situations.
D) Work Load & Stress Management
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.; 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.; Google Sheets’s experience and understanding.
F) Industry Specific – General Law
Willing to represent the company, his/her approach should be friendly and supportive.; Comfortable with talking to clients and listening to their stories.
– Schedule: Saturday & Sunday, 5 hours each day – Saturdays from 10 am to 3 pm & Sundays from 4 to 9 pm EST
– Hours: 10 hours/weekend