About the role
I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.
If you love a challenge, love problem-solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!
My promise to you:
*I provide a FUN working environment.
*We are constantly learning new things.
*We are a team who wants to be the best at what we do, which means you have the BEST teammates.
*I ALWAYS pay on time.
*I treat all of my team members with respect and love.
Client Overview:
Manny runs a financial advisory firm, and he is looking for a dependable Administrative Specialist to keep day-to-day casework organized, make sure case information is accurate and complete, and support his Case Leads and Settlement Coordinators throughout the settlement process.
Client Requirements:
Must be able to work 40 hours/week
You choose the best 8-hour block for you, but some overlap with U.S. business hours (9am–5pm Pacific Time) is ideal
Must be available for a team meeting at any specified time during U.S. business hours about once a week
Must have strong English communication skills (written and verbal)
Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
Must be quick and comfortable navigating computer systems and AI tools
Must have strong follow-through and accountability
Must be able to handle confidential information with professionalism and discretion
Nice to have: prior experience in administrative support, case management support, or a similar professional services environment
Nice to have: experience in legal support, financial services, or insurance administration
Responsibilities/Tasks:
Must-Have Experience (Responsibilities You Must Be Proficient In):
These are the tasks the VA needs to handle independently and confidently from day one:
Case Intake & Administration
Assist with opening new cases, entering information into internal systems, and organizing case documentation.
Review intake information for completeness and accuracy.
Maintain organized electronic case files throughout the settlement process.
Identify missing information and coordinate routine administrative follow-ups.
Case Management Support
Track outstanding documents, requirements, deadlines, and administrative tasks.
Maintain accurate case statuses and update internal records.
Prepare and organize standardized documents, forms, and administrative paperwork.
Support Case Leads and Settlement Coordinators with routine administrative tasks for case progression, closing, and funding.
Review case files to verify completed requirements, identify outstanding items, and confirm supporting documentation is accurate.
Prepare short updates for Case Leads and Settlement Coordinators summarizing what has been received, what remains outstanding, who needs to be contacted, and any relevant deadlines.
Draft ready-to-send follow-up emails and routine correspondence in Outlook, using established templates when appropriate, for Case Leads and Settlement Coordinators to review and send.
Identify outstanding issues and escalate items that need attention.
CRM & Data Management
Maintain accurate and complete information in HubSpot and other business systems. Experience with HubSpot is helpful and a nice-to-have, but not required, as long as you have experience with similar systems.
Perform routine data reviews, corrections, and reconciliation.
Identify duplicate, missing, or inconsistent records.
Help maintain consistent data-entry practices and file organization.
Organize spreadsheets, case lists, document packages, and tracking reports.
Nice-to-Have Experience (Responsibilities You Can Learn Over Time):
These tasks are valuable but can be trained on the job:
Project & Administrative Support
Assist with high-volume settlement projects, including multi-plaintiff and mass tort matters.
Use Box.com to organize case files (the team is moving over from Dropbox).
Support special projects.
Assist with general administrative responsibilities as needed.
Pay and Benefits:
Competitive hourly rates
Wellness package
Squad Breaks (paid time off)
Quarterly performance bonuses
Holiday and year-end bonuses
Annual appraisal
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Our super cool hiring process:
We have real people communicating with you and looking at your application!
We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it.
At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!
Please note that there is a 1-time Profile that you will help us fill out before the Paid Test. This profile will be sent to our clients, along with your Paid Test results. We value you as a person, and we value your time. Once you're in with Rhino Squad, you're IN, and you have lots of job opportunities available to you. So we appreciate your help in preparing your details to present to our clients.