Office Administrative Assistant

Application Process

To fulfill our commitment to deliver the highest quality of service, we aim to identify individuals who share our passion through a comprehensive hiring process that begins with the submission of your resume and cover letter (please include your favorite color so we know you're not a bot), is supplemented by personality assessments and job-specific skills tests, and involves two to three rounds of interviews.

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The Administrative Assistant position requires you to take initiative, be a hard worker, and to have attention to detail. The Administrative Assistant position plays a crucial role in ensuring the smooth functioning of the firm's daily operations. The Administrative Assistant is responsible for various tasks that help maintain an organized and efficient work environment along with a high level of customer service for our clients. The position requires leadership, cross-functional teamwork, and exemplary dedication toward the Vergara Miller Law Firm’s mission of “changing people’s lives".

Responsibilities

• Professionally greet every client.
• Maintains office in a clean, professional, and welcoming condition.
• Monitors and maintains necessary office supplies, and maintenance repairs for office location.
• Ensure that all vendor invoices are paid on time.
• Open all mail and distribute it to attorneys and inform them about important meetings.
• Organize every client document package both physically and virtually.
• Creates follow-up tasks and communicates to Client Liaisons regarding important notifications for clients.
• Mail out Work Permits and social security cards to clients.
• Take pictures and congratulate clients who have obtained their work permits.
• Handle customer inquiries and complaints.
• Send USCIS receipts to clients.
• Invoicing and collecting payments for clients.
• Welcome Packet - Create contracts and take fingerprints for office clients.
• Coordinate calendar for office “consultas” on “MyCase” and/or Google Calendar and confirm office “consultas” and other appointments w/client before them.
• Packet submission.

Qualifications

• Professional English and Spanish level is required.
• Administrative assistant with proven experience.
• Leadership and Professionalism skills.
• Prompt, reliable, and highly organized.
• Customer Service experience.
• Ability to handle calls, messages, emails, meetings, and speaking with team members and clients.
• Ability to multitask
• Ability to maintain focus in an office work setting.
• Knowledge of software like Google Platform, Zoom, Drop-Box, Airtable, MyCase, and Invoicing tools.

Job Type: Full-time

Pay: From $36,000.00 per year

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person