Overview
Administrative Assistant Jobs in Brooksville, FL at Beach Lake Sprinkler Corp
At Buchanan Law Group, we help clients navigate divorce with dignity, clarity, and a smarter strategy. We’re a fast-growing, fully remote family law firm based in Illinois — and we’re looking for a detail-obsessed, people-friendly, tech-savvy operations pro to join our team as the glue that holds everything together behind the scenes.
This is not a creative or strategic role — it’s for someone who loves checklists, precise follow-through, client interaction, and keeping the trains running on time. If you thrive in a remote environment, are excellent at juggling tasks without dropping balls, and enjoy making life easier for others — this role is for you. Key Responsibilities
Email, Communication & Calendar Management
Monitor and manage multiple shared inboxes (Info@, Robert@, Billing@)
Triage, forward, and respond to messages with clarity and professionalism
Reschedule client appointments and maintain firm-wide calendar integrity
Billing, Payments, and Account Auditing
Process incoming client payments and allocate them in Clio/Xero
Issue client refunds when authorized and log them appropriately
Apply FedEx and other reimbursable expenses to client accounts prior to invoicing
Conduct weekly reconciliation audits across Clio, Xero, and Podio to ensure alignment
Complete quarterly audits of financial systems for accuracy
Mail Handling & Vendor Coordination
Review daily scanned mail sent by Amata (our virtual office/mail-handling vendor)
Forward documents to the correct team member or department
Generate and send a weekly FedEx label to Amata for mail return to staff
Client & Call Handling
Answer incoming calls with warmth and professionalism
Follow our Intake SOP for new leads; triage or assist existing clients as needed
Database & System Maintenance
Update and maintain Podio (our internal case management system)
Track and record 5-star reviews
Keep court and judge contact information current and accessible
Team Operations Support
Coordinate logistics for internal team events and gifts
Communicate with vendors (e.g., food delivery, shipping, scheduling support)
Who You Are
5+ years of administrative experience (law firm or legal services background preferred)
Friendly, fast-paced, and customer-service-oriented
Obsessed with details, timelines, and making things run smoothly
Experienced with Clio, Xero, Podio, or similar platforms — or very tech-comfortable
Able to follow instructions with precision and reliability
Discreet and trustworthy with confidential financial and client data
Calm and composed on the phone — even when juggling other tasks
Role Details
Location: 100% Remote (U.S.-based preferred)
Hours: Full-time (40 hours/week)
Reports To: CEO & COO (directly)
Start Date: Flexible, but ideally within 30 days
Why Work with Us?
Mission-driven firm focused on smarter, healthier divorce solutions
Friendly and supportive fully remote team
Stable, long-term opportunity with room for growth
You’ll have a direct impact on the day-to-day functioning of a law firm that’s changing the game in family law
How to Apply
Submit resume via the Indeed platform. Bonus points for a well-organized and grammatically perfect cover letter. Double bonus points if you share a tip or system you use to stay organized.
Job Type: Full-time
Pay: $41,250.00 – $52,500.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
Day shift
Monday to Friday
Work Location: Remote
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Title: Administrative Assistant
Company: Beach Lake Sprinkler Corp
Location: Brooksville, FL
