Job Summary
We are seeking a professional and customer-focused Front Desk Administrative Assistant for a temporary-to-hire opportunity with a busy legal office in Walnut Creek, CA. This role is ideal for an organized administrative professional who enjoys being the first point of contact, supporting client service, and helping keep office operations running smoothly.
The Front Desk Administrative Assistant will play a key role in scheduling, client intake support, document management, CRM updates, and day-to-day administrative coordination. This is a great opportunity to join a professional office environment with supportive leadership, strong teamwork, and the potential for long-term career growth. Candidates who thrive in a fast-paced, client-facing setting and take pride in accuracy, professionalism, and excellent service will be well positioned for success.
Key Responsibilities
- Greet clients, answer phones, and provide professional front desk and client service support.
- Manage calendar scheduling, appointment coordination, follow-ups, and appointment confirmations.
- Maintain client and prospect information in CRM systems, including Clio Grow, Clio Manage, or similar platforms.
- Handle mail, scanning, document processing, filing, and electronic and physical record management.
- Support billing, invoicing, administrative reporting, and general office coordination.
- Prepare and assemble estate planning binders, documents, and client materials.
Compensation and Benefits
- Pay Rate: $24 to $25 per hour.
- Schedule: Monday through Friday, 9:00 AM to 5:00 PM.
- Hours: 37.5 hours per week.
- Job Type: Contract/Temporary, temporary-to-hire.
- Location: Walnut Creek, CA.
Equal Opportunity Employer / Disabled / Protected Veterans
The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf
The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf
For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.
We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.
AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf
We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Required Qualifications and Skills
- Manage front desk reception, client communication, and professional office support.
- Coordinate calendars, appointments, client intake activity, and follow-up communications.
- Maintain CRM/database records, documents, files, and administrative workflows.
- Support billing, invoicing, reporting, and legal office documentation processes.
- 2+ years of administrative, front desk, or client-facing office experience.
- Experience managing calendars and scheduling appointments in a professional office setting.
- 1 to 2+ years of experience using CRM or database systems such as Clio, Salesforce, or similar tools.
- 1+ year of experience with document management, scanning systems, filing, or records management.
- 2+ years of experience using Microsoft Office, including Word, Outlook, and Excel.
- Strong customer service, communication, and professional phone skills.
- High attention to detail with strong organization and follow-through.
- Ability to manage multiple priorities in a fast-paced, client-facing environment.
- Basic understanding of billing or invoicing processes is helpful.
Preferred Qualifications
- Previous experience working in a law firm or legal office environment.
- Experience with Clio Grow, Clio Manage, or similar legal CRM/case management software.
- Background in estate planning, legal administration, or client intake support.
- Transferable experience from medical front desk, real estate administration, financial services, or other professional services environments.