Legal Receptionist/Administrative Assistant

Job Description and Duties Legal Receptionist

Capella Immigration Law, PLLC is a law firm located in Orlando Florida that provides personalized legal assistance to individuals, families, and business owners with all immigration, visa, and citizenship matters. We offer comprehensive and thorough representation, so that our clients have the opportunity to become productive citizens in this country. We take great pride in what we do and value the long-term relationships we maintain with our clients over the years.

We are seeking a professional and detail-oriented Legal Receptionist to join our immigration law firm. The Legal Receptionist is the first point of contact for potential clients and current clients. Therefore, we are seeking a warm, welcoming, and engaging first point of contact for clients, making them feel comfortable and valued from the moment they enter or call the office. This role also requires excellent communication skills, strong organizational abilities, and a commitment to maintaining confidentiality while supporting attorneys and staff in immigration legal matters.

The ideal candidate must meet the following requirements and must be able to fulfil all duties:

Language

- Must be fluent in written and spoken Spanish and English.

Primary Duties

On an everyday basis the Legal Receptionist will perform the following duties:

- Answer and direct all incoming phone calls, take messages, respond to general inquiries about the firm’s immigration services, and update clients on the status of pending cases.

- Effectively communicate the firm’s values and services, helping to convert inquiries into scheduled consultations.

- Greet and assist potential clients, clients, visitors, third parties, and vendors in a professional and welcoming manner.

- Build rapport with potential and existing clients, answering inquiries with enthusiasm and professionalism to instill confidence in the firm’s services.

- Manage attorneys’ calendars. Schedule and confirm client consultations, attorney meetings, immigration-related court and interview dates, and case deadlines.

- Draft and send contracts for new clients, related tracking, and follow up.

- File, print, and organize intake sheets.

- Provide administrative support such as data entry, scanning, and filing documents for clients’ physical and electronic files.

- Ensure the reception area and attorneys’ offices are clean and organized.

- Maintain and update tracking chart for all referrals and potential clients.

- Process phone and in-person payments, establish payment plans, and follow up with clients regarding missed payments. Maintain related records to provide to managing attorney and bookkeeper for accounting purposes.

- Create physical files for new clients, organize, and filing related paperwork for files.

- Communicate effectively with attorneys, paralegals, and other staff members.

- Maintain strict confidentiality regarding client immigration status and legal matters.

Secondary Duties

The legal receptionist will also be required to multitask and assist attorneys.

Although the legal receptionist’s primary responsibilities listed above will be his/her priority, she/he will also be expected to effectively use his/her time in fulfilling the following additional secondary administrative duties:

- Preparing Change of address with the Court and with USCIS.

- Drafting simple correspondence in English and second language as well as template letters with guidance and supervision of the assigning attorney.

- Organizing and indexing evidence for filings with guidance and supervision of the assigning attorney.

- Scheduling infopass appointments.

- Following up with clients with guidance and supervision of the assigning attorney.

Requirements:

- High school diploma or equivalent (Associate’s degree or legal secretary certification is a plus).

- Two year of experience as a receptionist, preferably in an immigration law firm or legal environment.

- Strong verbal and written communication skills with a positive and persuasive tone.

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and legal case management software.

- Ability to multitask and prioritize tasks in a fast-paced, high-volume setting.

- Strong attention to detail and organizational skills.

- Professional demeanor and cultural sensitivity when working with diverse clients.

- A naturally warm, bubbly, and energetic personality with excellent people skills.

- Sales-minded approach to client interactions, with the ability to highlight the firm’s services and encourage consultations.

- Passion for immigration law and belief that the United States is a nation of immigrants and immigrants makes this country a better place to call home.

Salary

- $17 - $19 / per hour DOE

Schedule

- In person, Monday through Thursday 8:00am – 6pm. (all Fridays off)

Benefits

- Paid time off: You will be eligible for 1 week of paid time off after being employed with the company for a minimum of 6 months. This will increase to 2 weeks after your first anniversary with the company.

- Health Reimbursement Arrangement (HRA) You will be eligible for reimbursement as it relates to health care expenses via the Company’s HRA.

- Retirement plan with employer matching

- Paid Holidays: Our office closes for all Federal holidays. After the probationary period, all Federal holidays will be paid holidays.

- Birthdays: After the probationary period, your birthday will be a paid holiday.

- Bonus: After the probationary period, you may be eligible for a bonus depending on the firm’s

profitability.

***Equal Opportunity Employer ***

INSTRUCTIONS TO APPLY: Please email your resume to camila@capellaimmigration.com

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Health savings account
• Paid time off

Schedule:

• 10 hour shift

Experience:

• Legal Receptionist: 2 years (Required)

Language:

• Spanish (Required)

Work Location: In person

Salary : $17 - $19