Office Administrator

Overview

• Manage office operations and administrative tasks to ensure smooth workflow and organizational efficiency in a legal environment.
• Handle data entry, file maintenance, and case management using proprietary systems to support legal processes.
• Provide translation and interpretation services to assist clients and legal professionals effectively.
• Coordinate mail services, including scanning, distribution, and court-ordered document service management.
• Support client intake processes, including screening, referrals, and scheduling appointments.
• Maintain accurate records and file management, including archiving and off-site storage coordination.
• Provide reception and switchboard coverage, offering assistance to visitors, clients, and vendors.
• Collaborate with team members to ensure adherence to organizational policies and procedures.

Key Responsibilities & Duties

• Perform data entry and maintain case files using proprietary case management systems.
• Initiate conflict checks and generate routine reports to support legal operations.
• Scan and upload documents, ensuring accurate record-keeping and file management.
• Manage incoming and outgoing mail services, including court-ordered document service preparation.
• Provide oral and written translation and interpretation support for clients and legal professionals.
• Assist with client intake processes, including screening, referrals, and scheduling.
• Maintain and update case details, ensuring compliance with organizational standards.
• Support office reception and switchboard operations, offering general information and assistance.

Job Requirements

• High school diploma or GED required; paralegal training or relevant college-level work preferred.
• Minimum of 2 years of work experience, preferably in a legal or administrative environment.
• Fluency in Spanish or another language for translation and interpretation support.
• Proficiency in Microsoft Office Suite and ability to learn new data management systems.
• Strong writing, verbal, and organizational skills with excellent interpersonal abilities.
• Commitment to advocacy for low-income individuals and ability to work collaboratively in a team.
• Experience in record and file management, including archiving and storage coordination.
• Ability to work independently and manage multiple tasks efficiently.