Bilingual Front Desk/Administrative Assistant

Bilingual Front Desk/Administrative Assistant at U.S. Immigration Law Group, LLP Bilingual Front Desk/Administrative Assistant at U.S. Immigration Law Group, LLP in Costa Mesa, California Posted in about 3 hours ago.

Type:

full-time

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