Office Administrative Assistant

Job Summary:

The Administrative Office Assistant will play a crucial role in supporting the daily operations of our office. This position requires a proactive, detail-oriented individual with strong organizational and communication skills. Primary responsibilities include welcoming walk-in clients, processing payments, managing office supplies, handling mail, updating case review lists, and performing various administrative tasks. The ideal candidate thrives in a fast-paced environment and is dedicated to ensuring efficient office operations.

Key Responsibilities:

• Warmly greet and assist walk-in clients, providing information and directing them to the appropriate staff.
• Accurately receive and process client payments, maintaining detailed records.
• Monitor office supply inventory, prepare orders, and coordinate with staff to ensure timely replenishment.
• Collect, receive, sort, and distribute incoming mail promptly to appropriate recipients.
• Copy, scan, and organize documents with precision while maintaining confidentiality.
• Regularly update the paralegal case review list to reflect the latest case statuses.
• Perform general administrative tasks, including filing, data entry, scheduling appointments, and organizing meetings.
• Collaborate with team members to ensure smooth workflow and effective communication.
• Adhere to company policies, including confidentiality and data protection standards.
• Perform other duties as assigned to support office operations.
• Ensure the reception area remains organized, clean, and professional, while keeping the kitchen and counters tidy.
• Answer judicial phone calls from judges, attorneys, or other agencies.

Required Qualifications and Skills:

• Minimum of 1-2 years of administrative experience or a similar role.
• High school diploma or GED required.
• Bilingual (Spanish): Fluency in written and spoken Spanish is mandatory.
• Strong research, organizational, and time management abilities.
• Detail-oriented with the ability to exercise sound judgment.
• Proven ability to maintain confidentiality and handle sensitive information.
• Proficiency in MS Office Suite and Google Workspace (e.g., Word, Excel, Google Docs, Google Sheets).

Preferred Qualifications:

• Prior experience utilizing Airtable or Camp Legal software is considered an asset.
• Experience in a law firm or professional services environment.

Physical Requirements:

• Ability to communicate orally with clients, management, and other co-workers, both individually and in front of a group.
• Regular use of the telephone and e-mail for communication.
• Prolonged periods sitting at a desk and working on a computer.
• Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect electronic documents.
• Good manual dexterity for the use of common office equipment such as computers, calculators, and copiers.
• Good reasoning, organizational, and analytical abilities are required to solve a wide range of business problems.
• May require occasional extended hours to meet case deadlines.