Immigration Office Manager

The Office Manager position requires leadership, cross-functional teamwork, and exemplary dedication to the Vergara Miller Law Firm’s core value statement of Family comes first and we treat our clients like family. We change families' lives. The position requires initiative, a strong work ethic, and keen attention to detail. The Office Manager position is a leadership position that plays a crucial role in ensuring the smooth functioning of the firm's daily operations.

Task and Responsibilities

Greets every client in a professional manner

• Oversees Office Operations & Staff
• Maintains office in a clean, professional, and welcoming condition. Monitors and maintains necessary office supplies, maintenance repairs for office location
• Staff supervision
• Lead team member improvement plans and communicate with/ management and HR when team members are not meeting expectations
• Recruitment - participate in the hiring process and make decisions with/ management and HR if a candidate should be considered for the position
• Oversee training and development of team members
• Oversee onboarding of new team members

Support Attorney and Legal Team with urgent matters

• Last resource liaison between client and attorney for important matters not resolved by client liaison or legal team.
• Assist in managing case files, scheduling court hearings, and deadlines. Keep track of important dates and events, ensuring that attorneys are well-prepared for court appearances and meetings.
• RFE (Request For Evidence) Tracking
• Ensure that received RFEs are properly uploaded to DropBox, enter notes in MyCase according to firm standards, and send them to the notifications chat.
• Process RFE according to USCIS request with the support of other internal teams within the legal department.
• Ensure that RFEs get sent on time, ahead of deadlines, and get confirmation from USCIS.

Administrative Support

• Mail out Work Permits and Social Security Cards to clients
• Handle customer inquiries and complaints.
• Send USCIS receipts to clients
• Collect payments for clients
• Makes regular weekly bank deposits and Keep track of all cash payments
• Ensure that all vendor invoices are paid on time
• Take pictures and congratulate clients who have obtained their work permit
• Coordinate calendar for office “consultas” on “mycase” and/or Google calendar
• Confirm office “consultas” and other appointments w/client prior to appointment

New Sign-Up Process & FBI Request

• Create contracts and take fingerprints for in-office sign-ups in coordination with the Legal Executive
• Send the welcome packet to the new client's address.
• Create and update accurate client records in My Case, AirTable, and DropBox.
• Promptly initiate the FBI report request.
• Enter relevant information, including urgency and special notes, into My Case.

Ready to Print, Scan, and Send Cases & Submission to USCIS

• Print all necessary documents, ensuring they are clear, legible, and correctly formatted.

Skills

• Bilingual - English & Spanish REQUIRED
• Customer Service
• Google Platform (G-Drive, G-Chat, G-docs, G-meet, G-sheet)
• Zoom and Drop Box
• IT (Information Technology) /Digital skills
• Ability to maintain focus in an office work setting.
• Handles calls, messages, emails, meetings & speaking with team members and clients
• Handles multiple matters simultaneously.
• Communicates in detail goals, tasks, and challenges in order to support the firm's daily operations

Our Core Values

• Commit to the Cause
• 100 x 100
• Make it Happen
• Break the Ceiling

As part of your application, please state your favorite color on one of the application questions. Applications that do not include both details will not be considered.

Tipo de puesto: Tiempo completo, Indefinido

Beneficios:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Pregunta(s) de postulación:

• How carefully do you follow written instructions?

Idioma:

• Español (Obligatorio)

Lugar de trabajo: Empleo presencial