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Multilingual Front Desk Coordinator

2 months ago

Edinburg, Texas, United States Galan Law Firm, PLLC Full time
About the Role

We are seeking a highly skilled and organized Multilingual Front Desk Coordinator to join our dynamic team at Galan Law Firm, PLLC. As a key member of our administrative staff, you will be responsible for providing exceptional client service and support to our legal team.

Key Responsibilities
  • Reception Duties: Greet and assist clients and visitors, manage incoming and outgoing mail and packages, and maintain the reception area to ensure it is clean and welcoming.
  • Administrative Support: Schedule and manage appointments, meetings, and court dates, prepare and organize legal documents, correspondence, and reports, and maintain and update client files and databases.
  • Communication: Serve as the primary point of contact for clients, providing information and addressing inquiries, translate documents and communications between English and Spanish, and communicate with clients, court personnel, and other parties via phone, email, and in person.
  • Event Coordination: Assist in planning and organizing firm events, both in-office and external, coordinate logistics for events, including booking venues, arranging catering, and managing RSVPs, and provide on-site support during events to ensure they run smoothly.
  • Office Management: Monitor and order office supplies, ensuring inventory levels are maintained, coordinate with vendors for office maintenance and repairs, and ensure office equipment is functioning properly and arrange for repairs when necessary.
  • Support to Legal Team: Assist attorneys with research, case preparation, and client meetings, manage and organize case files and documents for easy retrieval, and perform clerical duties such as filing, photocopying, and scanning documents.
  • Financial Tasks: Assist with billing and invoicing processes, handle basic bookkeeping tasks, including recording expenses and managing petty cash, process payments, and follow up on outstanding invoices.
  • Confidentiality and Compliance: Ensure all client information and firm matters are handled with utmost confidentiality and adhere to legal procedures and firm policies in all tasks.
  • Language Proficiency: Utilize fluency in English and Spanish for effective communication and documentation, and provide translation services as needed for client communications and legal documents.
  • Work Schedule: Full-time position, Monday through Friday, 8:00 AM to 5:00 PM, with occasional weekend events as required.
Requirements
  • Fluent in English and Spanish, with strong written and verbal communication skills in both languages.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Proficient in Google Docs.
  • Experience with CRM software.
  • Strong organizational and multitasking abilities, excellent interpersonal skills, and professional demeanor.
  • Experience in a law firm or legal environment is preferred.
  • 1 year of experience as a receptionist, administrative assistant, guest service specialist, or similar position preferred.
  • High school diploma, G.E.D. or equivalent.
  • Previous experience with word processing programs and basic computer skills.
  • Well-versed in taking telephone calls and handling stressful situations.
  • Displays impeccable interpersonal, time management, organizational, and customer service skills.