Job Openings >> Office Assistant
Office Assistant
Summary
Title:Office Assistant
ID:1129
Department:ADR
Location :St. Louis
Description

Alaris ADR Services, with their HQ located in downtown St. Louis and 12 locations throughout the Midwest, provides full-service support needed during a mediation or arbitration. Alaris works with an expert team of arbitrators and mediators who are prepared to professional settle both formal and informal disputes outside the courtroom. Alaris ADR is seeking a dynamic self-starter to join the team as an Office Assistant in the St. Louis office.

Job Summary

Provide administrative support in ADR services.  This position provides all necessary data entry and administrative support for Alaris ADR and is responsible for other tasks on an as needed basis.


Position Responsibilities and Functions
 

  • Manages calendars for mediations, arbitration and Special Master hearings between parties and neutrals, to include all data entry for mediations and room rentals.  Performs data entry for arbitration and Special Master hearings as requested.  This includes but is not limited to entering new neutrals in the system, adding/updating client information, scheduling hearings, conference calls and room rentals, and ensure all case information has been updated.
  • Proficient in Sales Force and logging ADR activity.
  • Drafts and sends thank you notes and general correspondence to all ADR clients.
  • Drafts and sends reminder emails to all relevant parties at least three business days in advance of a mediation.
  • Answers dedicated Alaris ADR telephone system, responds to direct requests for information and/or forwards messages to appropriate staff members.
  • Assists ADR Director, administrative assistant and client concierge as directed.
  • Works directly with billing to ensure all mediations are billed correctly and in a timely manner.
  • Maintains and coordinates master calendar of scheduled matters; check for conflicts with other Alaris in-house matters.
  • Maintains database for new client information tracking.
  • Maintains database for tracking revenue/metrics as directed.
  • Drafts end of day email with room assignments for the following day, sent to everyone in relevant offices and sales department.
  • Handles scheduling of all ADR related room rentals in the various offices.  This requires communication with the parties, scheduling and billing departments to collect room rental fees.
  • Works directly with Operations to order and maintain supplies as needed for ADR.
  • Assists with copies, lunches and transportation as needed.
  • Ensure cleanliness of the conference rooms and offices.
  • Provides coverage for client concierge and/or ADR Administrative Assistant for breaks, lunches and/or PTO as needed.
  • Performs other duties as requested.

Job Requirements and Qualifications

  • Minimum of High School Diploma, Associates Degree in administrative assistant related field preferred.
  • One-year experience or any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities.
  • Ability to communicate clearly and concisely, verbally and in writing.
  • Ability to interact with visitors and clients with tact and courtesy.
  • Proficient in relevant computer applications including MS Office, legal industry software and CRM software.
  • Knowledge of administrative procedures.
  • Strong attention to detail and accuracy.  Strong organizational skills.
  • Ability to work independently with strong problem-solving skills.

EEO/Minority/Female/Disabled/Vet

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