Administrative Assistant

We are looking for an Administrative Assistant to support daily office operations for a Contract position based in Newport Beach, California. This role is ideal for someone who is highly organized, detail-oriented, and comfortable managing administrative tasks involving mail handling, document processing, shipping coordination, and records support. The position will work closely with team members and account officers to keep materials accurate, organized, and delivered on time.

Responsibilities:

• Prepare cashier’s check request documentation and coordinate requests with the appropriate branch contacts.
• Duplicate check-related materials and supporting documents for attorneys, court submissions, and internal records.
• Generate shipping labels, arrange outgoing deliveries, and manage package distribution for the broader team.
• Sort incoming mail and legal paperwork, then scan and file documents into the correct client records.
• Create deposit tickets for client payments, confirm the correct account allocation, and provide deposit confirmations to officers.
• Maintain accurate tracking logs for incoming and outgoing mail, courier items, and other administrative activities.
• Draft and send welcome correspondence on behalf of account officers and support routine client-facing documentation.
• Reassign account records from departing officers to current team members and assist with special projects, reporting, and other administrative requests.
• At least 1 year of experience in an administrative assistant, office support, or receptionist role.
• Ability to perform accurate data entry and maintain organized electronic and paper filing systems.
• Experience handling inbound calls and providing attentive front-office or administrative support.
• Strong attention to detail when processing checks, deposit records, shipping materials, and legal documents.
• Proficiency with standard office tools and the ability to manage multiple tasks in a deadline-driven environment.
• Effective written and verbal communication skills for coordinating with branches, officers, clients, and external contacts.
• Ability to work independently, prioritize daily responsibilities, and support ad hoc reporting or project needs.