Office Administrative Assistant

The Administrative Office Assistant will play a crucial role in supporting the daily operations of our office. This position requires a proactive, detail-oriented individual with strong organizational and communication skills. Primary responsibilities include welcoming walk-in clients, processing payments, managing office supplies, handling mail, updating case review lists, and performing various administrative tasks. The ideal candidate thrives in a fast-paced environment and is dedicated to ensuring efficient office operations. Key Responsibilities: Warmly greet and assist walk-in clients, providing information and directing them to the appropriate staff. Accurately receive and process client payments, maintaining detailed records. Monitor office supply inventory, prepare orders, and coordinate with staff to ensure timely replenishment. Collect, receive, sort, and distribute incoming mail promptly to appropriate recipients. Copy, scan, and organize documents with precision while maintaining confidentiality. Regularly update the paralegal case review list to reflect the latest case statuses. Perform general administrative tasks, including filing, data entry, scheduling appointments, and organizing meetings. Collaborate with team members to ensure smooth workflow and effective communication. Adhere to company policies, including confidentiality and data protection standards. Perform other duties as assigned to support office operations. Ensure the reception area remains organized, clean, and professional, while keeping the kitchen and counters tidy. Answer judicial phone calls from judges, attorneys, or other agencies. Required Qualifications and Skills: Minimum of 1-2 years of administrative experience or a similar role. High school diploma or GED required. Bilingual (Spanish): Fluency in written and spoken Spanish is mandatory. Strong research, organizational, and time management abilities. Detail-oriented with the ability to exercise sound judgment. Proven ability to maintain confidentiality and handle sensitive information. Proficiency in MS Office Suite and Google Workspace (e.g., Word, Excel, Google Docs, Google Sheets). Preferred Qualifications: Prior experience utilizing Airtable or Camp Legal software is considered an asset. Experience in a law firm or professional services environment. Physical Requirements: Ability to communicate orally with clients, management, and other co-workers, both individually and in front of a group. Regular use of the telephone and e-mail for communication. Prolonged periods sitting at a desk and working on a computer. Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect electronic documents. Good manual dexterity for the use of common office equipment such as computers, calculators, and copiers. Good reasoning, organizational, and analytical abilities are required to solve a wide range of business problems. May require occasional extended hours to meet case deadlines. #J-18808-Ljbffr