Bilingual Front Desk/Administrative Assistant

Job Description

Main Tasks & Responsibilities

• Perform day to day front desk operations (greeting clients, answering phones, logging and scanning mail, filing, faxing, making copies, replenishing and ordering supplies).
• Providing general office support to paralegals and attorneys including answering and responding to phone calls, scheduling meetings and appointments as needed, confirming appointments, and maintaining client files.
• Packaging and preparing filings for submission depending on type of case and destination. May include copying, scanning, collating, mailing, and preparing express courier labels.
• Responding to client inquiries, investigating case status, and following up.
• Identifying and making recommendations on changing needs and resource allocations and order supplies as needed.
• Assisting with mailings and going to post office daily or as needed.
• Maintaining lobby, watering office plants, processing mail, and other general administrative duties and clerical support.
• Maintaining a clean, safe and secure office working environment.
• Coordinating vendor services (janitorial, delivery, phones, IT, etc.).
• Updating and maintaining client and prospective client database and communications.
• Facilitating communication of information within the firm.
• Managing incoming and outgoing correspondence and client calendar.
• Inputting and updating client data into customized databases.
• Registering attorneys and paralegals for events, conferences, and trainings.
• Managing Fee Agreements and Payments.
• Creating New Matter Memo within 24 hours of receipt of Fee Agreement and Payment.
• Ensuring intakes are scanned and filed daily.
• Ensuring intakes are followed up monthly. If client is not reached, follow-up will be scheduled 2 days later.
• Ensuring that intakes are moved to electronic case file when new case is opened.
• Responding to inquiries received through website and chat within 4 hours.
• Creating physical case files upon receipt of NMM approval.
• Manage storage and destruction of closed client files.
• Coordinate card signing and birthday cake for staff birthdays

Experience Required

• Customer Service oriented.
• Problem solver.
• Self-starter.
• Fluency in both English and Spanish, spoken and written.
• Knowledge of basic office equipment and computer skills.
• Valid driver’s license and proof of insurance.
• Professional phone manners and procedures.

Core Competencies

• Professional
• Uphold the firm’s mission, vision, and values
• Strong interpersonal and cross-cultural communication skills
• Clear and effective written and verbal communication
• Commitment to serving and working with immigrant populations
• Teamwork and collaboration
• Analytical and problem solving
• Conflict management skills
• Good judgment and decision making
• Flexible
• Planning and organizing
• Work and time management
• Integrity
• Stress tolerance
• Adaptable