Spanish Speaking Office Manager

CG Immigration Law, LLC
Job Description
Spanish Speaking Office Manager
Position Type: Part-time, Monday to Thursday, 8:30am-4:30pm
Contract Term: minimum of 12 months
Target Salary: starting at $15/hr but willing to negotiate for the right candidate
Benefits: Retirement plan and paid holidays
Skills: Spanish proficiency required

Our specialty immigration law firm has an immediate opening for an Office Manager. At CG Immigration Law, we serve immigrants in all stages of the immigration process, including family reunification, citizenship, employment green cards and deportation defense by seeking to provide potential and existing clients with access to the information they need to make the best choice for themselves. Our first consultation is always free, and if we aren’t the right fit for a client, we try to connect them to someone else who can help.

The Office Manager will be responsible for the highly confidential daily operations of the firm and will split their time between administrative work, human resources, and client services. They will organize and coordinate administration duties and office procedures, create and maintain a pleasant work environment, ensure high levels of organizational effectiveness, and provide consistent client communication.

Previous experience as an Office Manager or Office Administrator would be an advantage. A successful Office Manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office Manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

Responsibilities

The Office Manager will serve as the point person for responsibilities including:
Office Administration

• Manage firm bookkeeping including data entry, accounting records and accounts receivable, ensuring that all invoices are paid in a timely manner
• Ensuring office financial objectives are met by preparing annual budget for the office and planning the expenditures
• Manage Attorney’s schedules, calendars, and appointments
• Prepare and conduct all mail campaigns
• Run errands
• Coordinate firm marketing efforts including Social Media accounts and designing digital/print marketing materials
• Purchase and maintain office supply inventories
• Maintain office equipment including troubleshooting basic IT system issues and coordinating with IT help desks when needed
• Maintain office condition and office system/layout, arrange for necessary repairs
• Establish a historical reference for the office by maintaining office clerical system including designing filing systems, managing client documents, and outlining procedures for protection, retention, record disposal, retrieval and transfers
• Manage all vendor relationships (ordering, reception, supplies, IT, etc.) and negotiate contracts where applicable
• Develop and implement efficient office procedures and communications to streamline processes
• Assist in Strategic Planning for the changing needs of the firm
• Plan and coordinate all firm events (meetings, travel logistics, info sessions, etc.)
• Any other duties as assigned

HR & Management

• Assist in the onboarding process for new hires
• Supervise staff including but not limited to Legal Assistants, Interns, Administrative Staff and Secretaries, Legal Associates, and Volunteers including assigning daily tasks and projects, managing scheduling, and coaching, counseling and disciplining employees
• Ensure legal compliance with Federal, State, and Local working laws
• Develop and monitor the firm’s practices, policies, and procedures
• Develop and maintain firm’s Employee Manual and Operational Manuals
• Plan and conduct new employee orientation
• Maintain records and personal files in a confidential manner
• Assist in payroll and benefits responsibilities
• Any other duties as assigned

Client Services

• Answering phones and assisting walk-in clients and visitors to the office
• Following up on client invoicing
• Scheduling meetings and appointments
• Relay case updates in English and Spanish
• Prepare new client paperwork and evidence lists
• Any other duties as assigned

Requirements

• Bachelor’s Degree preferred
• Proven experience in a law office or legal environment
• Proven experience in helping to develop and implement policies and procedures in a growing professional office environment
• Proven management skills including hiring, training and supervising new staff
• Excellent written and verbal communication skills in English and Spanish preferred
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficiency in MS Office & Google Suites (MS Word, MS Excel and Google Calendar, in particular)
• Familiarity with Quickbooks Online and a familiarity with HR policies, payroll, and invoicing, accounting, and data management
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• A creative mind with an ability to suggest improvements
• Ability to maintain confidentially at all times

No phone calls. Interested applicants should email a resume and cover letter detailing experience, salary requirements and explaining why they want to work in an immigration law firm to: jessie@cgimmigrationlaw.com

*Candidates offered interviews will be required to submit three professional references and pass a criminal background check before being offered a position.
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