Administrative Specialist

Job Description

Job Description

King English Immigration is looking for a Bilingual Administrative Specialist to help run the front end of the firm with professionalism, warmth, and exceptional follow-through.

This is a high-impact role for someone who loves creating order, staying one step ahead, and making people feel genuinely taken care of. You'll be the first point of contact for many prospective clients, a steady, organized presence for the team, and a key part of keeping the office running smoothly and efficiently.

If you are the kind of person who notices what needs to be done, handles details well, and takes pride in creating a great client experience, this could be a very strong fit.

$48,000

• Answer phones, screen calls, and route messages appropriately.

• Respond to new leads and help schedule consultations.

• Send intake forms and track completion.

• Follow up with prospective clients to help book visits.

• Explain and process intake forms in the type of system the firm uses.

• Greet clients and create a warm, polished first impression.

• Manage lead and intake tracking, follow-up, and basic reporting.

• Create new matters for applications and petitions.

• Run reports on expiring priority dates and follow up with clients based on those reports.

• Support renewal and other recurring client workflows.

• Send engagement letters and invoices.

• Open paper and electronic files and date standard folder structures.

• Help organize team huddles, birthdays, and office touches that make the environment feel thoughtful and welcoming.

• Create SOPs and scan and organize basic office correspondence.

• Assist with calendars, email help, scheduling, and project reminders as needed.

• Assist with document assembly.

• Process incoming and outgoing mail.

• Open, scan, file, and email mail to clients.

• Print correspondence and mail labels for the correct locations.

• File receipt notices and maintain both physical and electronic files.

• Print documents for meetings.

• Process client payments.

• Archive closed files.

• Order office supplies.

• Keep reception areas, conference rooms, kitchen spaces, and overall office organized.

• Support seasonal decorating, holiday gifts, thank-you notes, and other small details that elevate the office experience.

• Associate's degree preferred but not required to apply
• Technologically savvy; basic knowledge of Microsoft Office Word and Excel programs and filing systems with the ability to learn new programs quickly and troubleshoot common issues

• Bilingual English/Spanish.

• Highly organized and detail-oriented.

• Warm, polished, and professional with clients.

• Dependable and strong in follow-through.

• Comfortable answering multiple inquiries.

• Able to juggle many small moving pieces without losing track of details.

• Comfortable with phones, email, calendars, scanning, and file management.

• Interested in improving systems and helping things run better.

• Technologically savvy, including knowledge of G-Suite, Microsoft Office Word and Excel programs, and filing systems, with the ability to learn new programs quickly and troubleshoot common issues.

King English Immigration is a growing immigration law firm known for thoughtful client service, strong teamwork, and high standards. The team does meaningful work for clients seeking employment, family-based immigration, and humanitarian relief, delivering both excellent legal support and a professional, human experience.