Job Overview:

We are seeking a detail-oriented Bilingual Administrative Assistant to join our team. The ideal candidate will provide administrative support, handle various tasks, and ensure the office operates efficiently.

Responsibilities:

• Mail Management:
• Collect incoming mail/packages from the post office or designated mailbox.
• Sort and distribute mail to appropriate departments or individuals.
• Process immigration-related mail promptly and accurately
• Reception Backup:
• Act as backup receptionist during breaks or absences, handling incoming calls, greeting visitors, and directing them appropriately.
• Provide excellent customer service to all visitors, whether in person or over the phone, in both English and Spanish.
• Payment Processing:
• Process payments received from clients or customers, ensuring accuracy and timeliness.
• Maintain records of payments and update relevant databases or spreadsheets accordingly.
• Assistance with Contract Preparation:
• Assist in preparing contracts and other legal documents as directed by management.
• Review contracts for accuracy and completeness, seeking clarification when necessary.
• Sales Support:
• Collaborate with the sales department to provide administrative support as needed
• Administrative Support:
• Handle general administrative tasks such as filing, data entry, and maintaining office supplies inventory.
• Provide administrative support to various departments as required, demonstrating flexibility and adaptability.
• Coordinating office lunches/outings
• Assist the CEO
• Bilingual Communication:
• Serve as a bilingual liaison for Spanish-speaking clients or customers, effectively communicating information and addressing inquiries in both English and Spanish.
• Translate documents or correspondence as needed, maintaining accuracy and confidentiality.
• Adherence to Procedures:
• Adhere to company policies and procedures, particularly regarding mail handling, payment processing, and customer interactions.
• Ensure compliance with immigration regulations and confidentiality requirements when handling sensitive information.
• Time Management:
• Prioritize tasks effectively to meet deadlines and manage competing demands efficiently.
• Maintain a high level of organization and attention to detail in all aspects of job responsibilities.
• Continuous Improvement:
• Proactively identify opportunities for process improvement and contribute ideas to enhance efficiency and effectiveness in the workplace.
• Participate in training sessions or professional development activities to expand knowledge and skills relevant to job duties.

This comprehensive list covers the diverse range of responsibilities for an administrative assistant who must be proficient in Spanish and capable of handling various tasks efficiently and effectively.

Qualifications:

- Proven experience as an Administrative Assistant or in a similar role
- Proficiency in MS Office (Word, Excel, Outlook)
- Strong organizational skills with the ability to prioritize tasks
- Excellent communication skills, both written and verbal
- Ability to multitask and work efficiently in a fast-paced environment
- Experience in immigration law office is a plus
- Knowledge of project coordination and event planning preferred

- MUST be bilingual

We offer PTO/Holidays paid but no health insurance at this time. This position offers the opportunity to work in a dynamic environment where your skills will be valued. If you are a proactive individual with excellent organizational abilities and a passion for supporting office operations, we would love to hear from you.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Day shift

Experience:

• Receptionist: 2 years (Required)

Language:

• Spanish (Required)

Work Location: In person