Bilingual Administrative Assistant & Client Intake Specialist

Bilingual Administrative Assistant

We are seeking a highly organized and empathetic Bilingual Administrative Assistant to manage the combined front office operations for our established law firm and affiliated trust company. This is a critical dual-role position, responsible for serving as the professional front desk receptionist and the dedicated office administrator. You will be the essential first point of contact for our clients, many of whom are part of the special needs community. If you are fluent in Spanish, exceptional at multitasking, and possess high levels of patience and empathy, we want to hear from you.

Duties and Responsibilities :

The Administrative Assistant will manage communication, administrative, and operational support across both the law firm and trust company.

Front Desk and Reception : Serve as the professional face and voice of both companies, managing a moderate call volume (averaging 45 calls daily) and handling all incoming client inquiries.

Client Intake and Triage : Handle initial client intake, carefully triaging and routing calls to the correct department (Trust Company or Law Firm) based on the nature of the inquiry.

Scheduling and Calendar Management : Coordinate client meetings, manage multiple professional calendars, and confirm appointments.

Office Administration : Serve as the Office Manager for administrative tasks, including ordering and managing office supplies, coordinating IT support tickets, and maintaining a clean and professional office environment.

Client Communication : Communicate with clients, often involving the special needs population, demonstrating a high level of empathy, patience, and discretion in all interactions.

Document and Data Entry : Use Microsoft Office Suite products to perform data entry, prepare routine correspondence, and maintain organized electronic records.

Experience and Qualifications :

Bilingual Requirement : Professional fluency in Spanish and English is strongly preferred.

Communication Skills : Demonstrated strong verbal and written communication skills, required for professional client and team interactions.

Technical Proficiency : Must be proficient in Microsoft Outlook and the entire MS Office Suite (Word, Excel) for scheduling, communication, and administrative duties.

Empathy and Patience : High level of demonstrated empathy and patience, particularly when working with specialized or vulnerable client populations.

Administrative Experience : Proven ability to manage a busy front desk, handle scheduling, and effectively manage general office administrative tasks (supplies, maintenance, etc.).

Multitasking : Must be highly organized and able to effectively manage competing priorities and switch focus between various administrative and client support tasks.

Compensation / Pay Rate (Up to) : $21.00