What are the responsibilities and job description for the Administrative Assistant/Receptionist (bilingual) position at Rose Immigration Law Firm, PLC?
Job Overview
We are seeking a highly organized and motivated Administrative Assistant/Receptionist to join our team. This role is essential in ensuring the smooth operation of our office and providing exceptional support to both staff and clients.
Hours: 8:30 am – 5:30 pm (flexible with permission)
Work Location: In person, Reception
Reports to: Director of Administration and Managing Member
Lunch: One hour (to be coordinated with Administrative Team)
Responsibilities
Administrative support to Director of Administration including:
- Process, edit, and send monthly client invoices.
- Accept and enter payments from clients.
- Set up and manage client payment plans.
- Prepare transaction reports for the weekly deposit.
- Assist with QuickBooks entries, including credit card reconciliations.
Administrative support to the office including:
- Answer incoming calls.
- Initiate or return calls as requested.
- Schedule consultations and client meetings; send appropriate
reminder and follow-up emails.
- Greet clients and other visitors to the office.
- Open and close client files and maintain an up-to-date database of
client information.
- Manage shared firm email inboxes on a rotating schedule with
Administrative Paralegals; forward emails to staff as needed; keep
inbox clear and organized.
- Enter client data, case progress, receipt numbers, deadlines, and
reminder dates into the case management system.
- Receive, scan, and distribute incoming mail.
- File, scan, and/or ship correspondence, documents, and/or case
filings in the appropriate location.
- Prepare representation letters and retainer invoices and assist with
taking client payments.
- Generate checks for government filing fees or other expenses.
- Bill clients for filing fees, translations, evaluations, or other
administrative expenses.
Support to Clients including:
- Communicate with clients and gather information from them.
- If bilingual, attend meetings with clients and interpret for Attorney(s)
as needed. Provide translations of civil documents as needed.
Firm Administrative support including:
- Take notes during staff meetings.
- Maintain neat and orderly reception area and conference room.
- Ensure that required forms and documents are in stock at the end of
each day.
- Periodically check office supplies levels and keep track of needed
items.
May undertake other duties as assigned.
Experience
- Proven experience in an administrative or receptionist role is preferred.
- Strong proficiency in Microsoft Office applications (Word, Excel, Outlook, Bookings) is required.
- Familiarity with QuickBooks is a plus.
- Excellent time management skills with the ability to prioritize tasks effectively.
- Bilingual candidates are encouraged to apply as communication with diverse clientele is essential.
- Previous experience in customer service will be beneficial.
We look forward to welcoming a dedicated Administrative Assistant/Receptionist who thrives in a dynamic environment and contributes positively to our team!
Job Type: Full-time
Pay: $18.75 - $21.00 per hour
Expected hours: 78 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Brentwood, TN 37027: Relocate before starting work (Required)
Work Location: In person
Salary : $19 - $21