Bilingual Administrative Assistant

Key Responsibilities

Legal Intake & Client Communication

• Answer incoming phone calls, respond to inquiries, and assist prospective clients with the intake process.
• Conduct initial client intake interviews in both English and Spanish.
• Gather and accurately document client information, including personal details, case-related information, and relevant background.
• Schedule consultations and coordinate appointments with attorneys and legal staff.
• Follow up with prospective clients regarding consultations, requested information, and next steps.
• Communicate with clients in a professional, courteous, and empathetic manner, particularly when dealing with sensitive or stressful situations.
• Route urgent inquiries and potential emergencies to the appropriate attorney or staff member.

Data Entry & Records Management

• Enter, update, and maintain accurate client information in the firm's case management system and databases.
• Review records for accuracy, completeness, and consistency.
• Organize, scan, upload, and maintain electronic and physical files.
• Track client inquiries, intake forms, consultation appointments, and follow-up activities.
• Assist with preparing basic administrative documents and maintaining organized records.

Administrative Support

• Provide general administrative support to attorneys and legal staff.
• Manage incoming and outgoing correspondence, emails, and documents.
• Assist with scheduling, calendar management, and appointment confirmations.
• Maintain an organized office environment and help ensure daily operations run smoothly.
• Perform other administrative duties as needed.

Confidentiality & Professionalism

• Handle sensitive client information with discretion and maintain strict confidentiality.
• Follow firm procedures for protecting client information and documenting communications.
• Recognize the importance of professional boundaries and refer legal questions to the appropriate attorney.

Qualifications

• Previous experience in a law firm or legal office is strongly preferred.
• Prior experience with legal intake, client screening, or customer service in a legal setting is highly desirable.
• Fluency in both English and Spanish, with the ability to communicate effectively in writing and verbally in both languages.
• Strong data entry skills and exceptional attention to detail.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience with legal case management software is a plus.
• Excellent organizational, multitasking, and time-management skills.
• Strong telephone etiquette and professional written communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to work independently while contributing to a collaborative team environment.
• Reliable, punctual, proactive, and willing to learn.

Preferred Experience

• Criminal defense law firm experience.
• Familiarity with legal intake procedures and client consultation scheduling.
• Experience working with Spanish-speaking clients.
• Knowledge of legal terminology and the importance of accurate client documentation.
• Experience using legal practice management or customer relationship management (CRM) software.