Bilingual Office Coordinator - Orlando

Job Description

Job Description

Benefits:

• Free Telehealth
• EPA
• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Zoecklein Law is a growing Florida law firm focused on probate, estate planning, guardianship, trust and estate litigation, and real estate matters. We are seeking a highly organized, proactive, and professional Office Coordinator to help manage the day-to-day operations of our Orlando office.

Position Summary

The Orlando Office Coordinator serves as the primary administrative and client-service point person for the Orlando location. This is a versatile, hands-on position designed for someone who enjoys variety and takes ownership of keeping an office organized and running smoothly.

The ideal candidate is comfortable answering prospective-client calls, assisting with intake, greeting clients, supporting attorneys and paralegals, handling administrative tasks, coordinating office needs, and stepping in wherever assistance is needed.

This position is ideal for someone who is resourceful, dependable, organized, and able to identify what needs to be done without waiting to be asked.

Key Responsibilities

Office Coordination & Administration

• Oversee the daily organization and readiness of the Orlando office.
• Open and prepare the office for the business day.
• Maintain a professional, clean, organized, and client-ready reception area, conference rooms, and common areas.
• Monitor and order office supplies and other necessary materials.
• Receive, sort, scan, and distribute incoming mail and deliveries.
• Prepare outgoing mail and packages.
• Coordinate with vendors, maintenance providers, and building management when necessary.
• Assist with office equipment, technology, and facility-related issues by coordinating with the appropriate vendor or firm contact.
• Maintain office files, records, and administrative systems.
• Assist with scheduling meetings, appointments, and conference rooms.
• Help coordinate office lunches, meetings, events, and other firm activities.

Reception & Client Service

• Serve as the primary in-person point of contact for the Orlando office.
• Professionally greet clients, prospective clients, vendors, and visitors.
• Answer and appropriately route incoming telephone calls.
• Assist clients with scheduling and general administrative questions.
• Prepare conference rooms for client meetings and consultations.
• Maintain a professional and welcoming client experience.

New Client Intake

• Answer calls from prospective clients and gather preliminary information.
• Conduct basic prescreening according to firm procedures.
• Enter and maintain prospective-client information in the firm's intake system.
• Schedule attorney consultations.
• Send consultation confirmations, intake forms, payment links, and other required information.
• Follow up with prospective clients regarding consultations and outstanding information.
• Assist the Intake Team with lead follow-up and administrative intake tasks.
• Properly route legal questions to attorneys and avoid providing legal advice.

Attorney & Paralegal Support

• Provide general administrative support to attorneys and paralegals working from the Orlando office.
• Assist with scanning, copying, printing, mailing, and document organization.
• Help obtain routine documents, records, or information as directed.
• Assist with client scheduling and administrative follow-up.
• Coordinate signatures and notarizations when applicable.
• Help ensure documents and correspondence are properly routed to the appropriate team member.
• Perform other administrative tasks necessary to keep matters moving efficiently.

What We're Looking For

The successful candidate will be:

• Highly organized and able to manage multiple priorities.
• Proactive and comfortable identifying tasks that need attention.
• Professional and polished when interacting with clients.
• Friendly, patient, and comfortable speaking with people who may be experiencing difficult circumstances.
• Dependable and punctual.
• Detail-oriented and able to follow established procedures.
• Comfortable working independently while remaining connected to a larger team.
• Able to transition quickly between client service, intake, administrative work, and office operations.
• Comfortable learning and using multiple software systems.
• Discreet when handling confidential client and firm information.
• Willing to assist with both large and small tasks—the goal is to keep the office operating efficiently.

Qualifications

• Prior administrative, receptionist, office coordinator, legal assistant, or customer-service experience preferred.
• Law firm or professional-services experience preferred but not required.
• Strong written and verbal communication skills.
• Strong computer and organizational skills.
• Experience with Microsoft Office and cloud-based business systems preferred.
• Bilingual English/Spanish is a plus.
• Notary Public certification is a plus or willingness to become a notary.

This is a hands-on, multifaceted role for someone who enjoys being the person who keeps everything organized and moving.

Equal Employment Opportunity & E-Verify

Zoecklein Law, P.A. is an Equal Opportunity Employer and participates in E-Verify. Employment eligibility verification is required in accordance with applicable federal law.