Administrative Assistant / Client Communication / Case Management

We are hiring a remote Virtual Assistant to own day-to-day client communication and case management for a busy New York traffic law practice. This is the firm's third VA role. You will monitor the firm's email inbox and phone line, keep every open case moving by checking its status, and take the next action without waiting to be told.

About the firm: Law Office of Matthew J. Arpino, Esq., East Setauket, NY. The practice represents drivers in New York traffic court matters, with cases coming in directly and through referral partners
.
Position type: Full-time reporting directly to the attorney.

Key responsibilities:

Email monitoring

• Monitor the firm's main inbox throughout the day and keep it at or near zero unread
• Respond to client and prospective-client email s using approved templates; route legal questions to the attorney
• Log every case-related email (court notices, client documents, partner/agent correspondence) to the correct case file
• Flag anything urgent (upcoming court date, warrant or suspension notice, unhappy client) to the attorney the same day

Phone and client communication.

• Answer and return calls and voi cemail s promptly; return all messages within one business day
• Give clients status updates, explain next steps in plain language, and confirm court dates
• Collect missing information and documents from clients (ticket copies, license info, signed retainers, payments)
• Screen new inquiries, gather intake details, and pass qualified leads to the attorney
• Never give legal advice; know when to escalate

Case management

• Review every open case on a set schedule and confirm its current status and next deadline
• Check court and DMV/TVB status where accessible, and update the case management system with what you find
• Take the next action on each case: request missing documents, send reminders, calendar court dates, follow up on adjournments, confirm dispositions
• Close out finished cases: confirm outcome, notify the client, and archive the file
• Keep the attorney's calendar accurate and free of conflicts
• Coordinate with the other two VAs so nothing falls through the cracks or gets done twice

Reporting

• Send the attorney a short end-of-day summary: cases moved, issues flagged, items waiting on him
• Maintain a running list of cases with upcoming court dates in the next 14 days

A typical day
1. Start of shift: clear overnight email s and voi cemail s; flag anything urgent.
2. Court-date check: review cases with court dates in the next 14 days; confirm clients are notified and files are complete.
3. Case status sweep: work through the day's assigned block of open cases, check status, and take the next action on each.
4. Midday: return calls, follow up on outstanding client documents and payments.
5. Ongoing: keep the inbox and phone line covered throughout the shift.
6. End of shift: update the case system and send the attorney the end-of-day summary.

Qualifications
Required

• 2+ years as an administrative assistant, virtual assistant, or customer-service rep
• Excellent written and spoken English; clear, professional, and friendly on the phone
• Proven ability to manage a high volume of email s and calls without letting items slip
• Self-starter who takes action on cases rather than waiting for instructions
• Highly organized, detail-oriented, and comfortable with deadlines
• Strong judgment about what to handle and what to escalate
• Reliable internet, a quiet workspace, and a headset
• Available during U.S. Eastern business hours, but can be flexible on start and end times

Preferred

• Experience at a law firm, especially traffic, criminal, or personal-injury practices, but not a must.
• Familiarity with New York traffic courts, the TVB, or DMV processes
• Experience with legal case management software (e.g., Clio)
• Comfort with Google Workspace or Microsoft 365, VoIP phone systems, and e-signature tools