Reception & Administrative Coordinator

Reception & Administrative Coordinator

The Reception & Administrative Coordinator serves as the primary front-desk and administrative lead for the office. This role is responsible for greeting visitors, managing the main phone line and shared communications channels, scheduling, document routing, mail processing, and providing legal administrative support to staff. The role also provides backup support for legal intake triage and helps maintain continuous live call coverage.

We are looking for a strong team player who is dedicated to providing strong administrative support to our front desk/reception functions, legal clinics, as well as our legal teams. We seek someone who is systems-oriented, organized, and proactive in ensuring smooth operations for our front desk/reception functions for our clients and staff alike. This person is detail-oriented, knows how to coordinate projects, and has strong written and verbal skills.

This role is well-suited for someone who enjoys working with a wide array of people from different backgrounds, thrives in a fast-paced environment, but also maintains a service-oriented outlook. They will make sure the front-desk/reception functions are running smoothly and provide strong administrative support for our legal teams, and other staff.

ALC is the nation's first legal organization focusing on advancing and defending the civil rights of Asian and Pacific Islander (API) communities. Since 1972, ALC has fought for access to affordable housing in San Francisco's Chinatown, litigated high-profile civil rights cases, advocated for the passage of landmark policy changes, and provided an array of services including community education, advocacy, and direct client representation to further the rights of low-income immigrants and communities of color, across our Housing Rights, Workers' Rights, Immigrant Justice, and National Democracy Initiative programs, and other emerging areas of law.

Core Responsibilities

Front Desk, Scheduling, and Office Coordination

• Welcome and assist clients, community members, stakeholders and other visitors entering the office.
• Determine the purpose of each visit and direct or escort visitors to the appropriate staff or location.
• Maintain a professional, organized, and responsive front-desk environment.
• Schedule appointments, consultations, and meetings for clients and community members with appropriate staff.
• Coordinate calendars and logistics for front-desk and legal administrative activities.
• Track incoming requests that require follow-up and ensure timely handoff to the correct team member.

Calls, Email, and Fax Management

• Serve as the primary owner of multi-line phone coverage during assigned shifts.
• Answer, screen, route, and document incoming calls; provide basic information; take accurate messages;
• Monitor and route messages from the main voicemail, shared email inboxes, and fax platform.
• Respond to general inquiries received by phone, online submission, and walk-ins, and route legal questions to the appropriate staff or program.
• Coordinate backup phone call and email coverage with the Intake & Client Coordinator Specialist to maintain live coverage throughout the day.

General and Legal Administrative Support

• Provide legal administrative support to program staff, including preparing, scanning, routing, and filing client-related and program documents.
• Maintain organized electronic and physical records in accordance with office procedures
• Assist with routine case-related administrative tasks such as document preparation, correspondence support, interpreter scheduling, and records management.
• Support timely processing of documents that must be mailed, faxed, scanned, or sent by courier by the end of the business day
• Perform administrative support tasks such as data entry, transcribing handwritten information, copying, mailing, scanning, and filing
• Collect, sort, distribute, and prepare mail, messages, and courier deliveries
• Serve as primary contact for phone answering and mail processing responsibilities
• Perform other clerical and office support duties as assigned

The position requires working with individuals who may be experiencing stressors, housing instability, mental health, and/or substance use issues. Strong emotional intelligence, active listening, and interviewing skills are highly desired. Occasional evening and weekend work may be required.

The above statements are not intended to encompass all functions of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this posting.

Desired Qualifications

• Fluency in Cantonese is required; candidates with fluency in Mandarin or Spanish may be considered
• Two or more years of experience working in a non-profit legal service or other social service environment, preferably indirect services, conducting front desk operations and legal administrative support
• Excellent written, verbal, communication, and interpersonal skills
• Team-oriented, proactive, and creative problem-solver
• Client / customer service orientation
• Emotional intelligence
• Able to work on several projects simultaneously, handling a high work volume and fast work pace
• Administrative experience, including proficient to intermediate skills with Microsoft Office/Adobe and other common computer programs
• Demonstrated commitment to social justice
• Awareness of cultural differences, especially within low-income, immigrant, and marginalized Asian, Arab, Middle Eastern and Pacific Islander communities
• Knowledge of legal issues for low-income people is desired, but not required

Interested candidates should submit via BreezyHR the following:

1. Cover letter explaining your interest in the position
2. Resume
3. One writing sample (no more than ten (10) pages)
4. Three (3) professional references (including at least two direct supervisors)

Asian Law Caucus is an equal opportunity/affirmative action employer. All qualified persons are encouraged to apply, regardless of race, color, religion, national origin, physical or mental disability, medical condition, marital or domestic partner status, reproductive health decision-making, sex, gender, age, sexual orientation, veteran and/or military status, protected medical leaves, domestic violence victim and survivor status, political affiliation, or any other status protected by federal, state, or local laws.