Receptionist/Administrative Assistant Dream Team Law Coral Gables, FL Job Details Full-time $17 - $22 an hour 1 day ago Benefits Health insurance Dental insurance Paid time off Employee assistance program Vision insurance Employee discount Life insurance Qualifications Spanish Teamwork Confidential information handling Employee relationship building English Administrative experience High school diploma or GED Clio Legal administrative experience Organizational skills Relationship management CRM system proficiency Productivity software Full Job Description Overview

•Bilingual English/Spanish is required.

•Dream Team Law is seeking a professional, organized, and dependable Receptionist / Office Administrative Assistant to serve as the first point of contact for our office and provide essential administrative and operational support across the firm. The ideal candidate is friendly, detail-oriented, proactive, and comfortable managing multiple responsibilities in a fast-paced law office environment. This position is responsible for maintaining a welcoming front office, managing incoming calls and mail, supporting attorneys and case managers, coordinating office needs, and assisting with day-to-day administrative operations. Key ResponsibilitiesFront Office & Office Operations Open and close the office according to the established schedule. Greet clients, visitors, vendors, and guests in a professional and welcoming manner. Offer refreshments, including coffee and water, as appropriate. Maintain a clean, organized, and professional reception area and front office. Ensure the reception area is appropriately stocked and presentable throughout the day. Phone & Communication Management Answer and professionally manage all incoming phone calls. Direct calls to the appropriate employee or department. Review AI-generated phone messages and forward them to the appropriate team member or department. Maintain and update the office phone extension directory. Assist with general office communication and routing of information. Mail & Document Management Receive, sort, organize, and distribute incoming mail. Ensure outgoing letters, demands, and correspondence from all departments are mailed the same day when requested. Receive accounting-related checks and coordinate outgoing mail through FedEx. Track and organize documents and correspondence as needed. Check Processing & Clio Support Receive and open incoming checks in accordance with firm procedures. Scan checks and upload them to the appropriate client matter in Clio. Deliver scanned checks to the appropriate accounting/processing team member. Assist with basic Clio updates, including adding or updating referral source information and other administrative case information. Maintain accuracy and confidentiality when handling client and financial documents. Office Supplies & Inventory Monitor office, kitchen, and bathroom supply levels and place orders as needed. Order office supplies through approved vendors. Maintain kitchen, bathroom, and general office supplies. Keep supply areas organized and notify management when additional items are needed. Conference Room & Office Scheduling Manage and schedule conference room reservations for attorneys, case managers, and designated departments. Ensure conference rooms are organized and ready for scheduled meetings. Communicate scheduling conflicts and assist with coordinating office space as needed. Administrative & Departmental Support Provide administrative assistance to attorneys, case managers, and other departments. Assist with document scanning, filing, and organization. Provide backup administrative support to various departments as needed. Assist with translations for Mackenzie when requested. Perform other administrative duties and special projects assigned by management. Requirements High School Diploma or GED required. Prior experience in reception, guest services, client services, patient services, or a similar customer-facing role is preferred. Experience in the legal industry is a plus . Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel) . Working knowledge of Clio case management software is required . Knowledge or experience with Zoho CRM or other CRM management systems is preferred . Knowledge of legal case management software is a plus. Strong written and verbal communication skills. Bilingual English/Spanish is required. Excellent organizational skills and strong attention to detail. Ability to prioritize tasks, effectively multitask, and thrive in a fast-paced environment. Self-starter with the ability to work independently and take initiative. Strong collaborative, interpersonal, and relationship-building skills. Professional, friendly, and customer-service-oriented demeanor. Ability to maintain confidentiality when handling client information, legal documents, and financial records.

Work Environment Work Remotely:

No Work Location:

In person Job Type Full-time Schedule Monday to Friday Experience Customer service: 1 year preferred Reception or administrative experience: Preferred Legal or medical office experience: A plus Benefits Paid Time Off (PTO) Health Insurance Additional benefits offered in accordance with company policy Ideal Candidate We are looking for someone who takes ownership, follows through, and takes pride in keeping the office organized and running efficiently . The receptionist will interact with clients, attorneys, case managers, employees, vendors, and visitors, so professionalism, reliability, communication, and a positive attitude are essential. If you are organized, dependable, bilingual, detail-oriented, and enjoy working in a team environment while managing multiple responsibilities, we encourage you to apply.

Pay:

$17.00 - $22.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Employee assistance program Employee discount Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person