Office Administrator

POSITION SUMMARY:
The Office Administrator plays a key role in ensuring the smooth day-to-day operation of the Maui, Hawaii office, serving as the primary point of contact for clients and a liaison to the legal team based in our Billings, Montana office. This role combines front desk, administrative, and office coordination responsibilities to support a professional and welcoming environment. The ideal candidate is highly organized, self-motivated, and comfortable working independently in a slower-paced setting.

KEY RESPONSIBILITIES:

• Serve as the primary point of contact for clients and visitors, providing a professional and welcoming in-office experience.
• Answer and manage incoming calls, emails, and walk-in inquiries, ensuring timely and courteous communication.
• Assist with client intake by collecting required information and documentation and ensuring files are complete.
• Coordinate with the legal team in Billings, Montana to support case-related administrative needs and client follow-up.
• Support active cases and firm projects as assigned, including coordination with co-counsel on personal injury matters.
• Maintain accurate and organized client files within the firm's case management system (training provided).
• Open and close the office daily, ensuring the space is prepared for clients and maintained throughout the day.
• Monitor and manage office needs, including supplies, basic technology coordination, and general upkeep.
• Serve as the local liaison for building management, vendors, and service providers as needed.
• Support scheduling needs, including coordinating meetings or appointments between clients and the legal team.
• Identify and complete administrative and operational tasks independently to ensure the office runs smoothly during slower periods.
• Maintain a high level of professionalism and confidentiality when handling sensitive client information.
• Assist with additional administrative duties and special projects as assigned.

KEY SKILLS:

• Demonstrates strong customer service skills, providing warm, professional, and welcoming interactions with clients in person, over the phone, and via email.
• Communicates clearly and effectively, both verbally and in writing, to ensure accurate and timely coordination between clients and the legal team
• Demonstrates a high level of professionalism, discretion, and empathy when handling sensitive or confidential information.
• Highly organized with strong attention to detail and the ability to maintain accurate records and documentation.
• Self-motivated and able to work independently, taking initiative to identify and complete tasks in a slower-paced environment.
• Strong time management skills with the ability to prioritize responsibilities and follow through on tasks with minimal supervision.
• Problem-solving mindset with the ability to address day-to-day operational needs and adapt to shifting priorities.
• Comfortable learning and using technology, including case management systems and standard office software.
• Provides a high level of client service, ensuring a welcoming and positive experience for all visitors and callers.
• Reliable and consistent, with a strong sense of accountability and ownership over daily office operations.
• Able to maintain focus and productivity while working independently in a quiet office setting.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent required.
• 1-3 years of experience in an administrative, customer service, or office support role.
• Proficiency in Microsoft Office Suite and general computer skills, with the ability to learn new systems (including case management software).
• Must have a valid driver's license and reliable transportation.

PREFERRED QUALIFICATIONS:

• Prior experience in an administrative, receptionist, or office support role.
• Experience working in a legal or professional services environment.
• Experience supporting a small or solo office or working in a role requiring a high level of independence.
• Familiarity with case management systems or similar administrative software.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting.
• Perform repetitive tasks such as typing and clicking.
• Must be able to lift and move light items up to 20 pounds at times.
• Must be able to bend, reach, push, pull, lift, and sit.

The physical demands are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

BENEFITS:

The company offers a comprehensive benefits package including:

• Medical, dental, and vision.
• Voluntary life, accident, critical illness, hospital indemnity, and short-term disability.
• Vacation, sick and floating holidays.
• Employee assistance program.
• Paid parental leave.
• 401(k) retirement plan.

DISCLAIMER:
This is not meant to be an all-inclusive list of duties and responsibilities for this position but constitutes a general definition of the position's scope and function.

EQUAL OPPORTUNITY EMPLOYER:
We are an equal opportunity employer and value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected status.

If you require a reasonable accommodation to complete the application or interview process, please contact us at ava-law-hr@avalaw.com.